Office Support Specialist - Big Ten Academic Alliance

Experience Champaign Urbana; Urbana (IL); On-site; USD 45,000 - 60,000; Full time

Job summary

Experience Champaign Urbana is seeking support across finance, events, and FinOps operations. The role involves deposits processing, invoicing, contract metadata, and helpdesk triage within university systems.

You will coordinate meetings, travel, and event logistics, while maintaining CRM data and assisting with audits and general office tasks. The position focuses on administrative and analytical duties, supporting multiple teams and ensuring timely processing of financial workflows and event

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 as required 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, including participation in the administrative team.

Job description

Duties Responsibilities

Finance and Accounting Support

• 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 as required 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.

Meeting and Event Support

• 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.

FinOps Team Support

• 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.

Audit Support

• Prepare and coordinate confirmation letters.
• Provide administrative assistance with audit schedules and related documentation.

General Office Support

• Responsible for office supply inventory.
• Sort and distribute incoming mail and packages.
• Provide other administrative and operational support as assigned, including participation in the administrative team.