Office Administrator - SOSS

Laseagrant; Urbana, Northern (IL, KY); Hybrid; USD 48,000 - 53,000; Full time

Job summary

University of Illinois Urbana-Champaign seeks an Office Administrator to support HAB facilities and building operations within System Office. The role requires knowledge of university policies and cross-unit coordination, ensuring building coverage, reimbursements, and asset inventories are tracked and maintained with professionalism.

The position emphasizes clear communication with occupants, tenants, and partners, and involves collaboration with SOSS staff on daily operations and safety

Qualifications

• Knowledge of university policies and System Office operations.
• Experience with office procedures, files, and records management.
• Ability to manage reimbursements, purchases, and asset inventories.
• Strong customer service and clear communication with building occupants and partners.

Responsibilities

• Coordinate HAB facilities and building operations for effective, secure operation.
• Serve as primary admin contact for HAB visitors and manage reception scheduling.
• Coordinate security access, mail handling, and vendor services in HAB common areas.
• Maintain HAB contact lists, records, and inventory data; support asset lifecycle activities.
• Coordinate reimbursements and routine purchasing using Emburse/Chrome River and iBuy.
• Back-up safety liaison and assist with BEAP maintenance and reviews.
• Provide coverage for HAB reception during office hours and adapt to priorities.

Skills

Policy knowledge

Customer service

Communication

Recordkeeping

Office operations

Vendor coordination

Facilities coordination

Safety coordination

Problem solving

Team collaboration

Education

High school diploma or equivalent

Job description

Sponsorship for Work authorization is not available for this position.

Job Summary

The Office Administrator supports key administrative and building management functions for the Henry Administration Building (HAB). The role requires knowledge of university policies and System Office operations and involves both independent work and collaboration with SOSS staff on complex day-to-day operations. The position works closely with office staff to ensure coverage during absences, provides basic support for reimbursements and purchases, and assists with asset inventory management, including tracking, maintaining, and updating records. The incumbent is expected to maintain professional standards, deliver strong customer service, and provide timely, clear communication with building occupants, external tenants, and university partners.

Office Administrator - SOSS

System Office Shared Services

Sponsorship for Work authorization is not available for this position.

Job Summary

The Office Administrator supports key administrative and building management functions for the Henry Administration Building (HAB). The role requires knowledge of university policies and System Office operations and involves both independent work and collaboration with SOSS staff on complex day-to-day operations. The position works closely with office staff to ensure coverage during absences, provides basic support for reimbursements and purchases, and assists with asset inventory management, including tracking, maintaining, and updating records. The incumbent is expected to maintain professional standards, deliver strong customer service, and provide timely, clear communication with building occupants, external tenants, and university partners.

Duties & Responsibilities

• 1. Coordinate and administer HAB facilities and building operations to support the effective and secure operation of System Offices located within HAB, including:
  a. Serve as the primary administrative point of contact for visitors to the HAB administrative offices, providing assistance and directing inquiries as appropriate.
  b. Coordinate building security and access administration, including card reader access for HAB building areas, floors, elevators, and offices.
  c. Coordinate the receipt, processing, and distribution of mail, packages, and deliveries for System Offices departments.
  d. Develop and maintain current HAB departmental and building contact information and related administrative records.
  f. Coordinate services with vendors responsible for concession and vending equipment located within HAB common areas.
  g. Coordinate the HAB key request and distribution process with departments and Facilities and Services, maintaining appropriate administrative records and following established procedures.
  h. Administer and coordinate surplus property pickup activities, serving as the liaison between System Offices departments and Facilities and Services.
  i. Serve as a primary administrative contact with Fire Services regarding fire alarms, testing, inspections, and other building-related fire safety matters.
  j. Coordinate building-wide communications and notifications regarding facility and safety matters, including building lockdowns, fire alarm testing, service interruptions, and other operational issues.
  k. Manage and maintain the HAB Reception Office calendar and coordinate scheduling needs affecting reception and building operations.
• 2. Coordinate and administer asset inventory management activities as a shared administrative service, including maintaining and reconciling inventory records, monitoring asset status, coordinating workstation lifecycle activities, planning for renewals and replacements, and facilitating maintenance and technical support with appropriate units.
• 3. Coordinate and process routine purchasing and reimbursement activities, including initiating and submitting transactions, researching and resolving routine issues, maintaining supporting documentation, monitoring transaction status, and following up as necessary using systems such as Emburse/Chrome River and iBuy in accordance with University policies and procedures.
• 4. Serve as backup safety liaison for HAB and coordinate the preparation, maintenance, and periodic review of the HAB Building Emergency Action Plan (BEAP), ensuring building information and administrative records remain current.
• 5. Plan, coordinate, and monitor administrative coverage for HAB reception office operations during established office business hours of 8:00 AM to 5:00 PM. Primarily work a schedule of 8:00 AM to 4:30 PM while identifying coverage gaps and implementing appropriate solutions to maintain continuous operational support throughout business hours. Flexibility is required to accommodate changing organizational priorities, staffing requirements, coverage needs, and other workplace demands as they arise.
• 6. Perform other related duties as assigned.

Minimum Qualifications

1. High school diploma or equivalent. 2. Any one of the following from the categories below: a. Four (4) years (48 months) of work experience comparable to the third level of this series. b. Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Knowledge, Skills and Abilities

• 1. Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
• 2. Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.
• 3. Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• 4. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• 5. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• 6. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
• 7. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
• 8. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
• 9. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
• 10. Ability to understand written sentences and paragraphs in work related documents.
• 11. Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• 12. Ability to apply general rules to specific problems to produce answers that make sense.
• 13. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
• 14. Ability to choose the right mathematical methods or formulas to solve a problem.
• 15. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

Appointment Information

This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible.

The budgeted salary range for the position is $23.0769/hr to $25.6410/hr. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

Sponsorship for Work authorization is not available for this position.

System Office jobs such as this one are not eligible for the Referral Program.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions — every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first‑generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far‑reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well‑being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits . This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal , or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [e-mail].

Requisition ID: 1038560
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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