Job Description
About the Illinois Board of Higher Education (IBHE)
IBHE has been supporting higher education in Illinois for more than 50 years. We are a dedicated team of professionals, overseen by a Board appointed by the Governor, who are working for a strong, equitable higher education system, which we believe is essential for the state to thrive. We work with leaders in colleges, universities, state and federal government agencies, governors, legislators, and other entities to strategically further this mission.
In its strategic plan, A Thriving Illinois: Higher Education Paths to Equity, Sustainability, and Growth, IBHE has identified three goals and 25 strategies to help achieve its vision of a higher education ecosystem that ensures individuals, families, and communities across the state thrive.
Equity - Close equity gaps for students who have been left behind.
Sustainability - Build a stronger financial future for individuals and institutions.
Growth - Increase talent and innovation that drives economic growth.
About the position:
The Office Support Associate serves as the primary, first-level support to agency customers and visitors, providing world-class customer service via phone, email, and in-person interactions; responsible for daily mail handling including outgoing and distribution of incoming mail (including preparing receipts and deposits), schedules meetings and other events; provides confidential administrative support to Agency Executive staff
This is a covered position under the State Universities Civil Service System.
Duties and Responsibilities
80%
Serves as the primary Office Support Associate for the Agency Operations, providing world-class, confidential customer service in all interactions:
• Manages the main phone line and agency assigned email box(es)
• Greets and directs visitors (callers and in-person visitors)
• Handles Agency mail delivery and distribution
• Assists the fiscal operations unit with various administrative tasks including preparing receipts and deposits as assigned
• Manages email distribution lists
• Assists with inventory including office supply ordering and maintenance
• Assists with other administrative tasks in support of Agency leaders and units, as assigned
15%
Provides confidential administrative support to Agency Executive staff to include but not limited to:
• Schedules meetings, interviews, and other events as required by Agency leadership
• Maintains calendars of Executive Leadership team members as tasked
• Creates meeting agendas/summaries/reports
5%
Other duties as assigned, within scope of position
Qualifications
Minimum Acceptable Qualifications
1. High school diploma or equivalent.
2. Any one or combination totaling eighteen (18) 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)
B. Work experience performing office/clerical activities, including the use of computer systems.
Required Skills and Abilities
- Ability to maintain confidentiality in the scope of all duties
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology
- Ability to provide world-class customer service in all interactions
- Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience
- Ability to stay calm and positive under pressure
- Ability to build and maintain positive working relationships with all stakeholders
- Excellent organization, time management, and attention-to-detail skills
- Ability to solve problems quickly and efficiently
Salary
starting annual salary $45,000-$55,000
Links
Office Support Associate
Contact Information
| University/Agency
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Illinois Board of Higher Education
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| Department/College
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Illinois Board of Higher Education
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| Contact
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IBHE Human Resources
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| Phone Number
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| Address
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1 N Old State Capitol Plaza Suite 333
Springfield IL 62701
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| Comments
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