Hybrid Office & Events Coordinator (Chicago)

University of Illinois at Urbana-Champaign; Chicago (IL); Hybrid; USD 31,000 - 45,000; Full time

Job summary

University of Illinois at Urbana-Champaign is seeking an Office Support Specialist for IQMP in Chicago. The role focuses on coordinating meetings, events, site visits, and related administrative tasks to support IQMP leadership and staff.

You will manage calendars, prepare materials, and serve as a backup to the Office Manager, ensuring smooth day-to-day operations and timely communication with internal and external partners.

Qualifications

• Experience coordinating meetings, conferences, events or site visits.
• Calendar management and administrative support for leadership.
• Coordination with internal/external stakeholders, vendors or visitors.
• Experience with purchasing, travel reimbursements or related processes.
• Experience in higher education or similarly complex organizations.
• Familiarity with university policies and administrative procedures.

Responsibilities

• Coordinate scheduling for IQMP leadership and staff across internal/external participants.
• Prepare agendas, reports, and materials; assist with event timelines and checklists.
• Arrange room reservations, catering, AV needs, and visitor logistics.
• Provide backup to IQMP Office Manager and support daily operations.
• Handle routine inquiries and route complex matters appropriately.

Skills

Meeting coordination

Calendar management

Communication with stakeholders

Logistical planning

Vendor and visitor coordination

Time and deadline management

Education

High school diploma or equivalent

College coursework or equivalent work experience

Job description

University of Illinois at Urbana-Champaign is seeking an Office Support Specialist for IQMP in Chicago. The role focuses on coordinating meetings, events, site visits, and related administrative tasks to support IQMP leadership and staff.

You will manage calendars, prepare materials, and serve as a backup to the Office Manager, ensuring smooth day-to-day operations and timely communication with internal and external partners.