Office Support Specialist - Illinois Global Institute

University of Illinois at Urbana-Champaign; Urbana (IL); On-site; USD 39,000 - 48,000; Full time

Job summary

University of Illinois Urbana-Champaign is seeking an Office Support Specialist for the Illinois Global Institute to assist Directors and staff across two centers. The role helps with teaching, research, and engagement activities and requires handling calendars, meetings, and confidential materials.

Responsibilities include financial processing, university system proficiency, and coordination of admissions materials, shipping, and event support.

Qualifications

• High school diploma or equivalent.
• Two (2) years of coursework or work experience in office/clerical tasks.
• One (1) year of work experience at the second level of this series.

Responsibilities

• Provide a wide variety of office support to Directors and staff.
• Maintain calendars and coordinate meetings, agendas, and minutes.
• Handle confidential materials for fellowships, scholarships, and MA admissions as applicable.
• Answer incoming calls and manage email accounts; communicate with students, faculty, and visitors.
• Coordinate domestic and international shipping and process daily mail and inquiries.
• Assist with hiring and supervising student employees and support campus meetings as needed.

Skills

Effective communication

Interpersonal skills

Confidentiality

Time management

Education

High school diploma or equivalent

Tools

BANNER

Emburse

iBuy

Web Tools

My UI Financials

Inventory

Job description

Office Support Specialist - Illinois Global Institute

College of Liberal Arts & Sciences
Illinois Global Institute

Job Summary

On a shared basis, provide a wide variety of office support tasks to the Directors and staff of the two Centers and support for the teaching, research, and engagement activities organized by and relevant to the two Centers.

Duties & Responsibilities

Financial & Fiscal Management

• Responsible for ensuring all financial payments are executed in accordance with University business policies and completed within established timelines for payment.
• Become proficient in university systems: Emburse, iBuy, My UI Financials, Contracts+, inventory, and various other University platforms required effective business operations.
• Work closely with IGI staff to ensure grant and or endowment funds are being spent in accordance with both University and federal and/or external grant requirements, and/or donor intent.
• Assist with issuing award letters to students, faculty, and external organizations regarding annual fund allocations.
• Demonstrate basic fiscal knowledge of budgets and maintains up-to-date filing system of required receipts and back-up documentation.

Administrative Support

• Assist with the daily operation of the Centers, working closely with IGI staff.
• Act as a confidential assistant in all matters.
• Maintain calendars.
• Coordinate meetings including securing meeting space, preparing agendas, and recording and distributing minutes and notify individuals regarding committee appointments.
• Receive and process confidential materials for fellowships, scholarships, and MA admissions (when applicable) as well as grant.
• Point of contact between students, faculty, visitors and the general public and Center Staff. Answer incoming phone calls and manages email accounts.
• Collect and prioritize daily postal mail and email. Respond independently to routine inquiries. Coordinate domestic and international shipping.
• Purchase supplies and equipment.
• Have access to and maintain electronic programs related to admissions, course scheduling, inventory, purchasing and payroll.
• Provide information to students, faculty, and departments and visitors.
• Assist with hiring and supervisions of student employees (academic hourlies, graduate and research assistants). Attend and participate in campus meetings where appropriate and related to the incumbent's tasks.

Building & Room Arrangement

• Provide building operations support including managing key access for all twelve IGI departments, lock and unlock shared space, mange conference rooms reservation calendars, and serve as point of contact for building requests when needed.
• Event Planning & Publicity Coordinate, monitor progress of, and complete logistics, budget, travel arrangements.
• Honoraria forms
• Reimbursement, room reservations, catering requests and other arrangements for events.
• Help arrange for speakers by issuing invitations to speak and following up on publicity details such as presenters' biographies and abstracts
• Assist with developing publicity and background materials.
• Send out weekly email announcements and other event publicity announcements across campus, maintains database of faculty, students, staff institutions and other interested individuals.
• Process and disseminates course lists for courses related study of relevant region.

Perform other duties as assigned to further the mission of the unit.

Required Qualifications

• High school diploma or equivalent.
• Any one or combination totaling two (2) years (24 months) from the categories below:
  • College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent:
    -30 semester hours equals one (1) year (12 months)
    -Associate's Degree (60 semester hours) equals eighteen months (18 months)
    -90 semester hours equals two (2) years (24 months)
    -Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
  • Work experience performing office/clerical activities, including the use of computer systems.
• One (1) year (12 months) of work experience comparable to the second level of this series.

Successful Candidates Will Have:

• Ability to communicate effectively with others
• Ability to professionally interact with internal and external constituents, including students, faculty, staff, and parents
• Commitment to creating an inclusive environment
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines
• Ability to easily and quickly pivot from one task to another and stay organized
• Effective time management skills
• Ability to maintain confidentiality in all business matters
• Working knowledge of grammar, spelling, and punctuation
• Ability to acquire knowledge of activities and programs carried out in the Illinois Global Institute
• Ability to acquire knowledge of the University and College requirements, procedures, rules, and regulations
• Knowledge and ability to use BANNER, Emburse, iBuy, Web Tools, My UI Financials, and inventory

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. The wage for this position is $43,730.70. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. Hybrid work options may be available for this position after an initial on-site training period, with the ability to be on-site at the University of Illinois UrbanaChampaign campus as needed per the University's Workplace Flexibility policy. Sponsorship for work authorization is not available for this position.

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: 1038983
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu