Office Support Specialist; U

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Under the direction of the Administrative Assistant of the Office of External Relations, the Office Support Specialist is responsible for providing office support and administrative duties necessary to carry out statewide oversight of the Mental Health Early Action on Campus Act. The position must maintain a general knowledge and understanding of the projects, programs and events administered by the Illinois Campus Cares Technical Assistance Center (ICC TAC), apply judgment, and take independent actions and initiatives to provide direct support to staff and to effectively coordinate administrative activities for the unit.

This position is ON SITE only.

25%:

• Respond to routine phone calls, emails, and other inquiries or requests related to the ICC TAC. Respond independently or direct to the appropriate staff member.
• Establish, coordinate and maintain a calendar of operating or administrative commitments and events of the unit. Notify staff of deadlines and conflicts and make appropriate adjustments when necessary.
• Keyboard confidential, administrative and/or technical material. Compose correspondence and reports requiring knowledge of ICC TAC activities.
• Establish, modify, and maintain a hard copy and electronic filing/record system for ICC TAC materials, including confidential materials.
• Make general supply purchases and track, receive, and distribute items. Coordinate with other office administrative staff when necessary.

20%:

• Schedule internal and external meetings involving staff; schedule rooms; create agendas and coordinate related information and materials. Attend meetings, local and within the state, when necessary to provide administrative support.
• Coordinate logistical arrangements relating to meetings, visits and conferences for staff; prepare registrations, make travel arrangements and monitor and expedite progress. Assist in processing travel reimbursement upon return.
• Coordinate meetings and provide administrative support for standing and special meetings, including the ICC TAC Advisory Council, ICC TAC Policy Committee, and Statewide Standards & Best Practices Committee.

40%:

• Assist with planning, coordinating, and facilitating logistics for events and training. Assist staff with preparing event materials.
• Coordinate facility arrangements for events, meetings, and trainings. Assist in securing venues, coordinating the processing of rental agreements, coordinating menu selection, and working with on‑site venue staff to determine set‑up.
• Coordinate purchase of services and supplies for events, meetings, and training. Contact vendors, obtain quotes, negotiate pricing, and initiate the process for making purchases and processing invoices.
• Assist with online and in‑person registration for events and training. Assist with troubleshooting and resolving participant issues.
• Assist the ECHO Program Coordinator with logistics of ECHO/IECHO events and training.

10%:

• Collect, compile, and organize information for recurring reports, brochures, newsletters, and publications.
• Monitor and provide updated information for the ICC TAC website and social media accounts.
• Coordinate activities with internal marketing staff.

5%:

• Performs other duties as required or assigned which are reasonably within the scope of the duties described above.

• High school diploma or equivalent.
• Any one or combination totaling two (2) years (24 months) from the categories below:
• 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)
• Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
• Work experience performing office/clerical activities, including the use of computer systems.
• One (1) year (12 months) of work experience comparable to the second level of this series.