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Office Support Specialist

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Company: University of Illinois (illini Center West)

Location: San Francisco, CA

Date Posted: May 19, 2014

Source: University of Illinois (Illini Center West)

The University of Illinois at Urbana-Champaign seeks a full-time (100%) Office Support Specialist our San Francisco office.  This person will be an integral member of the Office of the Vice Chancellor for Institutional Advancement (OVCIA) staff and will be responsible for supporting the fundraising mission of the ICW, reporting directly to the Director of Advancement of the Illini Center West/Senior Director of Development, and provides administrative support for all advancement staff assigned to the ICW. This position works closely with the Assistant Vice Chancellor for Administration and Talent Management on the Urbana, Illinois campus for issues dealing with the physical location of the ICW Office, and overall clerical oversight is provided by the Administrative Assistant on the Urbana campus.

The Office Support Specialist performs a full range of clerical duties that include, but are not limited to:

Serves as receptionist and representative of the University of Illinois when answering ...

The University of Illinois at Urbana-Champaign seeks a full-time (100%) Office Support Specialist our San Francisco office.  This person will be an integral member of the Office of the Vice Chancellor for Institutional Advancement (OVCIA) staff and will be responsible for supporting the fundraising mission of the ICW, reporting directly to the Director of Advancement of the Illini Center West/Senior Director of Development, and provides administrative support for all advancement staff assigned to the ICW. This position works closely with the Assistant Vice Chancellor for Administration and Talent Management on the Urbana, Illinois campus for issues dealing with the physical location of the ICW Office, and overall clerical oversight is provided by the Administrative Assistant on the Urbana campus.

The Office Support Specialist performs a full range of clerical duties that include, but are not limited to:

Serves as receptionist and representative of the University of Illinois when answering phones, greeting visitors, or assisting with social and professional events hosted by the ICW.
Primary support for the Director of Advancement and advancement staff reporting to, or housed within the ICW facility.
Schedules meetings and travel schedules for advancement staff and may be asked to assist in details for administrators, faculty, and other advancement staff from the University of Illinois when visiting the area.
Assists with the details involved in the planning and executing of alumni and donor events on the West Coast, including pre-event details, day-of-event activities, and event follow-up.
Collects receipts and prepares documentation for employee travel and miscellaneous reimbursements to be sent to the Urbana campus for processing.
May be asked to make coffee, order and pick up lunches for working meetings, and run errands which are general in nature.
Handles general requests for maintenance service and phone service repairs as necessary.
Maintains supply inventory, orders supplies, postage stamps, etc.
Initiates and maintains frequent telephone and email contact with alumni, prospective donors, and university staff at the request of the Director of Advancement.
Independently drafts correspondence to key constituents and donors.
Serves as the primary liaison with the Office of Research at the University of Illinois Foundation to coordinate detailed biographical sketches on alumni and donors in the Bay Area.

Required/Preferred Qualification:
High School degree required. Bachelor’s degree preferred.

Twelve (12) months of progressively responsible clerical/office support work experience, or twenty four (24) months of general clerical/office support work.
Detailed knowledge of the Bay Area for the purpose of obtaining venues for meetings and assisting with the managing of events hosted by campus administration.
Excellent verbal and written communication skills.
Ability to maintain a high level of confidentiality and ethical standards.
Knowledge of Microsoft Office Suite, including Outlook, Word, and EXCEL.
Proficiency in complex mail merge projects utilizing data downloads from FACTS, email listservs, and social media.
Excellent organizational skills and attention to detail.
Willingness to become proficient in FACTS (Foundation Alumni Constituent Tracking System (database).

May be required to attend events during evening or weekend hours

To ensure full consideration, application materials (cover letter, resume and the names, addresses, phone numbers and email addresses of three professional references) must be received by May 30, 2014.  Submit to kriley4@illinois.edu

Illinois is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, religion, color, national origina, sex, age, status as a protected veteran, or status as a qualified individual with a disability. Illinois welcomes individuals with diverse backgrounds, experiences and ideas who embrace and value diversity and inclusitivy.   www.inclusiveillinois.illinois.edu

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