This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12216449 Office Support Specialist - The Career Center

The Career Center, a unit within Student Affairs, exists to empower career choice and action by coaching and supporting Illinois students, while connecting them to opportunities, as they make career decisions and learn lifelong career management skills.

Job Summary

Coordinates activities within the Career Resource Center and maintaining services offered by The Career Center while providing administrative and operational support to marketing and information management. The role is part of a collaborative team dedicated to the career development and success of Illinois students.

The ideal candidate will be enthusiastic about engaging with students, thrive in a team setting, and be committed to diversity, equity, and inclusion.

Duties & Responsibilities

Customer Service and Reception (50%)

Manage and staff the reception desk to deliver excellent customer service.

Ensure the Career Resource Center (CRC) is opened and closed on time, maintaining cleanliness and a professional atmosphere.

Oversee responses to incoming calls, emails, and client inquiries, providing appropriate referrals to resources and campus services.

Hire, train, supervise, and mentor Information Desk Student Assistants (IDSAs).

Manage work schedules and delegate tasks to IDSAs.

Maintain scheduling of student appointments and manage the check-in process.

Act as the primary contact for staff needing assistance with the scheduling platform.

Oversee daily cleaning of the CRC and surrounding hallways.

Oversee the physical library resources in the CRC.

Handle other duties related to the CRC and Career Center operations as assigned.

Coordination of Services (30%)

Monitor The Career Center (TCC) appointment schedules to ensure adequate availability and address student demand.

Collaborate with Career Center teams to communicate service delivery times and locations.

Alert staff to schedule adjustments, including adding capacity, completing notes, and updating event data.

Manage appointment coverage or cancellations in the absence of staff.

Oversee service triage to ensure accurate scheduling and referrals for students.

Track all service delivery and TCC operational schedules to ensure the website reflects accurate information.

Monitor staffing and demand for drop-in and online services; notify staff of high-traffic periods.

Oversee the assignment and completion of personal statements.

Manage the CRC room reservations calendar.

Assist with the assignment and posting schedules of CRC shared office space.

Process Career interest inventories.

Perform daily cleanup of drop-in schedules in Schedule Q and conduct weekly audits of events in Schedule Q.

Marketing and Clerical Support (20%)

Support marketing efforts by:

? Updating resource center kiosk information.

? Uploading events and marketing materials to Handshake.

? Preparing tabling kits.

? Assisting with marketing material editing.

? Assisting with website updates, including announcements and office closure information.

Update the Front Desk Manual to reflect policies and procedures related to the CRC.

Perform duties as the FABweb Unit Representative and Biennial Inventory Unit Contact.

Minimum Qualifications

1. High school diploma or equivalent.

2. Any one or combination totaling two (2) years (24 months) from the categories below:

A. College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent:

- 30 semester hours equals one (1) year (12 months)

- Associate\'s Degree (60 semester hours) equals eighteen months (18 months)

- 90 semester hours equals two (2) years (24 months)

- Ba helor\'s Degree (120 semester hours) equals three (3) years (36 months)

B. Work experience performing office/clerical activities, including the use of computer systems.

3. One (1) year (12 months) of work experience comparable to the second level of this series.

Preferred Qualifications

Ability to perform multiple tasks, meet frequent deadlines and work independently.

Attention to detail, ability to work under pressure, organizational skills to prioritize assignments.

Capable of adapting as needed to last minute adjustments within the workday.

Strong customer service skills, as this position involves a large amount of contact with students and the public.

Knowledge, Skills and Abilities

Ability to provide excellent customer service and support student requests in a high student traffic environment.

Openness, inclusiveness, sensitivity to cultural differences, and the ability to interact with all people, understand individual differences, and relate with a diver