Finance & Operations Admin Specialist

University of Illinois at Urbana-Champaign; Urbana (IL); Hybrid; USD 30,000 - 33,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life Insurance

Retirement plan

Paid time off

Tuition waivers

Job summary

University of Illinois Urbana-Champaign seeks an Office Support Specialist to provide essential administrative support to the FinOps team. The role includes meeting planning, financial workflows, travel coordination, and data maintenance in a hybrid Champaign-based environment.

The ideal candidate is organized, service-oriented, and capable of handling multiple tasks while maintaining accuracy and discretion.

Qualifications

• High school diploma or equivalent.
• Two years of college coursework or equivalent work experience.
• Experience with office/clerical activities and computer systems.
• One year of experience at the relevant level of this job series.

Responsibilities

• Process deposits, including ACH and remote deposits, and support sweep activities.
• Manage Contracts, Receivables, and Payables tickets/workflows and respond to items as appropriate.
• Process and pay invoices with supporting documentation within the Illinois payables system.
• Monitor and triage the Accounting Department helpdesk.
• Maintain the accounting system chart of accounts, including crosswalks to the University of Illinois accounting system and maintain monthly reconciliations.
• Use organizational P-card and T-card resources and reconcile applicable transactions in the University systems.
• Update knowledgebase articles, process instructions, and process maps as needed.
• Responsible for coordinating financial exception programs, including proactively drafting and routing annual exception renewals for signature.
• Coordinate with venues to obtain contracts and support meeting logistics.
• Plan meals and confirm logistical details before meetings.
• Draft meeting registration pages, agendas, and post-meeting surveys.
• Track meetings or event swag, including items previously distributed and items still needed.
• Coordinate thank-you gifts following meetings when appropriate.
• Serve as the primary meeting scheduler for the FinOps team.
• Provide administrative support for contracts, including routing documents for signature, and maintain related contract metadata.
• Coordinate team travel support, including flights, hotels, conferences, and related arrangements.
• Draft surveys and forms for a variety of team needs.
• Complete minor website updates and maintain CRM information.
• Check and validate data points used for various metric publications.
• Provide administrative support for ad hoc projects and other team priorities.
• Prepare and coordinate confirmation letters.
• Provide administrative assistance with audit schedules and related documentation.
• Responsible for office supply inventory.
• Sort and distribute incoming mail and packages.
• Provide other administrative and operational support as assigned.

Skills

Organizational skills

Attention to detail

Communication skills

Multitasking

Team collaboration

Education

High school diploma or equivalent

College coursework

Bachelor's Degree

Tools

Office 365

CRM

Job description

University of Illinois Urbana-Champaign seeks an Office Support Specialist to provide essential administrative support to the FinOps team. The role includes meeting planning, financial workflows, travel coordination, and data maintenance in a hybrid Champaign-based environment.

The ideal candidate is organized, service-oriented, and capable of handling multiple tasks while maintaining accuracy and discretion.