Office Support Specialist - Animal Care Program
University of Illinois

Office Support Specialist - Animal Care Program

Animal Care Program

Job Summary
Under the direction of the Office Manager, provides a wide variety of office support tasks related to the administrative and business functions of the Office of the Vice Chancellor for Research and Innovation's (OVCRI) Animal Care Program (ACP). This position works closely with the office manager to complete the essential day-to-day front office and business tasks and requires the use of judgment, initiative, and knowledge of university policy and procedures.

Duties & Responsibilities

• Business Operations Support
  • Purchasing and payments coordinator. Unit resource for purchasing, payment, and reimbursement. Keep unit informed of campus policy changes. Provide ibuy training to department staff. Manage and update inter-department order form.Create and manage unit's vendor accounts and keep the unit's vendor accounts list up to date. Manage the unit's purchasing email inbox.
  • Process purchasing, payment, and reimbursement transactions utilizing banner, ibuy, p-card, t-card, and chrome.
  • Obtains quotes/cost estimates to ensure best price and quality, working with staff and vendors to ensure all requirements are met.
  • Monitor SPO balance and activity, pulling invoices, and communicating with Assistant Director on necessary changes.
  • Identifies orders with outstanding invoices (over 45 days) and adds them to the Invoice Troubleshooting tracking sheet and folder. Reviews outstanding invoices weekly and takes necessary action working with vendors, purchasing, and payables to ensure payments are issued and processed in a timely manner.
  • Works with OBFS, department staff, and vendors to obtain and complete purchasing contracts necessary for various purchases of goods and services. i.e., sole source contracts.
  • Monitor ACP APP office page and complete review of animal transfer and animal orders. Submit animal orders via ACP APP, and update ACP APP with the order status to keep researchers, vet and facility staff informed. Work with researchers, vets, and facility staff to answer any questions that arise and move the process forward. Monitor department's animal order email inbox.
  • Coordinate travel arrangements for staff, including planning flights, overnight accommodation, registration details, etc.
  • Closes purchase orders as needed.
  • Accounts for complete documentation when purchases are made: Includes receipts,
  Banner documents, order forms, and P Card Expense reports.
  • Resolves backordered and missing items, and missing packing slips for closure.

• Front Office Support
  • Is the first point of contact for the office. Greet and assist walk-ins. Answers telephones and uses independent judgment in triaging urgency of calls; takes Animal Medical Report calls and disseminates to check on the welfare of animals; secures signatures of customers when picking up pharmaceuticals.
  • Receive & distribute mail, packages, and documents from transport pouches. Separate and sort incoming documents and process as needed. Processes shipments for office and staff.
  • Opens and closes the office.
  • Provides general clerical support to staff as needed.
  • Manages office supply stock and replenishes as necessary. Places orders with document services for printed materials.
  • Coordinates shared departmental calendars.
  • Assist Office Manager with coordinating departmental events.
  • Reserves vehicles and/or conference rooms upon request.
  • Maintains front office equipment i.e., printer, shredder, etc.
  • Update databases and Excel spreadsheets for various office functions (i.e. animal care staff training records).
  • Files and sorts documents in established alphabetical, chronological, and numerical systems.
  • Manages office filing system, creating and maintaining folders and files for the office and other staff.
  • Assists with maintaining the controlled substances file; pulls records from previous fiscal years, scans, and keeps records in proper folders (paper and electronic).
  • Maintains office procedures manual (hard copy & electronic).
  • Organizes and maintains inventory tracking of library resource materials.
  • Backup to Office Manager
• Other duties as assigned

Physical Demands

Walking : Frequently

Stairs : Frequently

Sitting : Frequently

Lifting/Carrying : Occasionally

Pushing/Pulling : Occasionally

Balancing : Occasionally

Bending/Stooping : Occasionally

Kneeling : Occasionally

Squatting/Crouching : Occasionally

Additional Physical Demands
• Work is performed in a normal office setting with other employees that requires the ability to function while dealing with interruptions and distractions to meet the many day-to-day deadlines.
• This position requires continued interaction with Program administration, staff, faculty, graduate students, and representatives of other campus administrative units and with individuals from external agencies or members of the public.

Travel Requirements
5% May be required to travel to attend various events on campus or for purchasing supplies from local vendors.

Minimum Qualifications

1. High school diploma or equivalent.
2. Any one or combination totaling six (6) months from the categories below:
A. College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
-15 semester hours equals six (6) months
B. Work experience performing office/clerical activities, including use of computer systems.

Preferred Qualifications

Demonstrated experience working with University systems such as Chrome River, iBuy, Banner, and Xtender. A minimum of 12 months experience working in higher education.
Experience working with the animal care program ACP Application processing animal orders and animal transfers.

Knowledge, Skills and Abilities

• • Knowledge of Campus and University policies and procedures as well as ability to establish working relationships with staff within the ACP, OVCRI, campus administrators and external colleagues.
  • Works independently on day-to-day responsibilities and obtaining information from all relevant sources to make sound decisions on behalf of the ACP.
  • Organize, plan, and prioritize own work that allows for efficient operations within the ACP.
  • Experienced in all Microsoft programs (Outlook, Word, Excel, etc.) to be successful in calendaring, correspondence, spreadsheets, tracking, etc.
  • Must possess excellent oral and written communication skills.
  • Proven ability to maintain confidentiality and ensure discretion.
  • Excellent time management skills including the ability to prioritize work.
  • Exceptional interpersonal skills, including tact, diplomacy, and effective conflict resolution skills.
  • Possession of a strong work ethic.

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after 10/28/2024. This civil service non-exempt position receives 12 paid holidays a year, 12 cumulative sick days per year, and 12 cumulative vacation days at minimum per year (vacation accrual rate based on service years completed). Minimum starting salary $40,400.10 annual/ $20.71 hourly. This position is on-site at the University of Illinois Urbana-Champaign campus. .

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on 10/9/2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Mary Delaney, med4@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1026988
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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