Information Specialist
Office for University Relations
University of Illinois System
Urbana

The University System Office seeks an Information Specialist to coordinate and manage projects administered by the Office of University Relations (OUR) to achieve established objectives and goals, including assisting in document collection and processing for Freedom of Information Act (FOIA) requests; web and data management for the office; overseeing general administrative duties; and researching, editing and reviewing information and data for use with internal and external audiences. Additional responsibilities include:

Duties and Responsibilities

1. Under the direction of the Associate Director for FOIA administration, coordinate document collection and retrieval to comply promptly with assigned FOIA requests. Review and process responsive documents, mark redactions, and prepare response letters and other notices to requestors. File and post FOIA records and communication according to office procedures. Ensure compliance with FOIA related timelines and University confidentiality requirements as pertains to the records. As assigned, assist with data collection and verification related to FOIA processing.

2. Serve as backup managing the OUR annual budget including: monitoring business transactions to ensure operations are fiscally managed in compliance with applicable University and state guidelines and regulations, recommending changes to processes to increase efficiency and ensuring compliance. Coordinate purchases, travel and vehicle processes, inventory, and payments via university systems (e.g., TEM, p-card, iBuy).

3. Create and maintain email and postal mail lists for the daily summaries, media/news releases, and print publications. Post news releases and massmails to website. Serve as a backup for presidential massmail processing (formatting, submitting, releasing, posting to website).

4. Assist in responding to phone and email inquiries from media and providing information to visitors and callers to the office.

5. Research articles for the daily news summary. Determine responsiveness of items and, following review, produce and distribute the summary. Produce a second news summary sent to trustees and senior staff, a communication that requires careful evaluation of news sources for applicability, timeliness, and impact on the institution.

6. Perform other assigned duties (e.g., supervision of student and extra help workers, order and track office supplies, monitor inventory, package and route publications, manage calendars, staff front desk and phone) appropriate for the position of Business Administrative Associate (Information Specialist).

Education and Experience

Required:

1. Bachelor’s degree in business, media/journalism, social sciences, humanities, or related discipline.

2. Two years of professional level business/office, accounting, and/or managerial experience, one year of which was at an administrative level.

Preferred:

1. Experience working in a higher education institution, preferably the University of Illinois.

2. Content management system experience.

3. Banner (or similar software) experience.

Knowledge, Skills and Abilities

1. Ability to use independent and sound judgment in evaluating information and ability to communicate effectively with personnel from University departments, units, colleges, campuses, and University Administration. Maintain strict confidentiality.

2. Ability to handle multiple tasks in a timely way with competing deadlines and to reassess priorities throughout the day.

3. Ability to review, analyze, and interpret documents for responsiveness to FOIA request language and to understand and apply governmental regulations to those documents.

4. Ability to take direction and handle assigned work independently following office protocols, with minimum instruction, and within the designated timeframe. Collaborative approach to the work environment.

5. Excellent organizational and multi-tasking skills to produce accurate, detail-oriented work while meeting stringent deadlines and project specifications.

6. Strong computer skills specifically demonstrated experience with Microsoft Office Suite (Word, Excel, Access, and Outlook) as well as Internet Explorer/Firefox. Previous experience operating office equipment, such as fax and a copier. Demonstrated experience editing documents.

7. Strong interpersonal skills and ability to respond to many requests for information and/or to refer callers and visitors to an appropriate other office for information; ability to identify questions or issues that should be escalated within the office.

8. Excellent problem-solving skills that require the ability to identify problems, gather data, establish facts, and present valid conclusions in response to problems.

9. Discretion and ability to maintain confidentiality are imperative.

10. Ability to use good research procedures in historical searches of index and office files.

11. Demonstrated supervisory skills to establish and maintain an effective, productive work environment.

12. Ability to integrate media relations activities with broad-based objectives and goals that contribute toward organizational and departmental success.

13. Knowledge about state regulations and guidelines established by the Freedom of Information Act.

SALARY AND APPOINTMENT INFORMATION

This is a full-time Civil Service Business Administrative position appointed on a 12 month service basis. The expected start date is as soon as possible after December 5, 2019. Salary is commensurate with experience.

TO APPLY:

Applications must be received by December 5, 2019. Apply for this position by going to http://jobs.illinois.edu.  If you have not applied before, you must create your candidate profile at http://jobs.illinois.edu.  If you already have a profile, you will be redirected to that existing profile via email notification.  To complete the application process:

Step 1) Submit the Staff Vacancy Application.

Step 2) Submit the Voluntary Self-Identification of Disability forms.

Step 3) Upload your cover letter, resume (months and years of employment must be included), academic credentials (unofficial transcripts or diploma may be acceptable) and names/contact information for three references. 

In order to be considered as a transfer candidate, you must apply for this position by going to http://jobs.illinois.edu. Applications not submitted through this website will not be considered. For further information about this specific position, contact Melissa McMullen at msstein@uillinois.edu  For questions about the application process, please contact 217-333-2137.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. 

The University of Illinois is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply. For more information, visit http://go.illinois.edu/EEO.