Office Support Specialist - IQMP

Office Support Specialist - IQMP
Illinois Quantum & Microelectronics Park

This position will be eligible for a hybrid work arrangement but will require regular presence in Chicago.

This position is not eligible for any type of sponsorship for work authorization.

The University of Illinois Urbana-Champaign is a public land-grant research university in Illinois in the twin cities of Champaign and Urbana. It is the flagship institution of the University of Illinois system and was founded in 1867. The university serves the people of Illinois through a shared commitment to excellence in teaching, research, public engagement, economic development and health care. Faculty, staff and students share their knowledge, expertise and resources with residents in every corner of the state through public service and outreach programs.

The Illinois Quantum and Microelectronics Park (IQMP) is a first-of-its-kind park for quantum scale-up and related quantum and advanced microelectronics research and development. Minutes away from downtown Chicago along Lake Michigan, this site will:
1) build on a track record of historic investment by the State in quantum information science and technology, and
2) further establish Illinois as a global hub for quantum. The park is designed to support the full ecosystem of companies, researchers, suppliers, end users and other partners working to facilitate the development and commercialization of quantum technologies, including the world's first fault-tolerant computers. For more information, visit our website.

The Office Support Specialist provides administrative and logistical support for the Illinois Quantum and Microelectronics Park (IQMP), with primary responsibility for coordinating meetings, events, site visits, and related activities. The position coordinates scheduling and administrative support for IQMP leadership and assists with the day-to-day administrative needs of the organization. The position also serves as backup to the IQMP Office Manager and provides general office support as needed.

Scheduling and Administrative Support:

• Maintain calendars and coordinate scheduling for designated IQMP leadership involving internal and external participants, including meetings, appointments, events, site visits, and other commitments by obtaining necessary information and adjusting as needed.
• Maintain awareness of upcoming commitments, deadlines, meetings, and events and provide appropriate reminders and supporting information to leadership and affected staff.
• Prepare routine correspondence, agendas, reports, presentations, and other administrative materials requiring knowledge of IQMP activities and procedures.
• Review and respond to routine inquiries within the scope of assigned responsibilities and appropriately route matters requiring additional attention.
• Compile, summarize, organize, and distribute information from multiple sources for meetings, reports, presentations, and other administrative purposes.

Meeting, Event, and Visitor Coordination:

• Coordinate logistical arrangements for IQMP meetings, conferences, workshops, site visits, special events, and other activities including scheduling, room reservations, invitations and registration, guest lists, catering, audiovisual needs, signage, supplies, presentation materials, transportation, and related logics.
• Serve as a point of coordination with IQMP staff, University units, vendors, facilities personnel, and external participants regarding meeting and event logistics; anticipating needs and resolving routine logistical issues.
• Maintain event timelines, checklists, schedules, and related documentation; monitor deadlines and follow up with responsible parties to ensure arrangements are completed.
• Prepare and organize meeting and event materials, including agendas, name badges, placards, handouts, registration materials, presentations, and other materials as needed.
• Coordinate arrangements for external visitors and guests, including scheduling, meeting locations, itineraries, access information, transportation, meals, and related logistical needs.
• Provide on-site support for meetings and events, including room setup, attendee check-in, materials distribution, coordination with vendors and service providers, and troubleshooting routine logistical issues.
• Coordinate post-event activities, including breakdown of meeting/event spaces, return and organization of supplies and materials, and follow-up documentation.
• Maintain…