Office Support Specialist - IQMP

University of Illinois at Urbana-Champaign; Chicago (IL); Híbrido; USD 31.000 - 45.000; Jornada completa

Descripción de la vacante

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.

Formación

• 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.

Responsabilidades

• 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.

Conocimientos

Meeting coordination

Calendar management

Communication with stakeholders

Logistical planning

Vendor and visitor coordination

Time and deadline management

Educación

High school diploma or equivalent

College coursework or equivalent work experience

Descripción del empleo

Office Support Specialist - IQMP
Illinois Quantum & Microelectronics Park

This position will be eligible for a hybrid work arrangement but will require regular presence in Chicago.

This position is not eligible for any type of sponsorship for work authorization.

The University of Illinois Urbana-Champaign is a public land-grant research university in Illinois in the twin cities of Champaign and Urbana. It is the flagship institution of the University of Illinois system and was founded in 1867. The university serves the people of Illinois through a shared commitment to excellence in teaching, research, public engagement, economic development and health care. Faculty, staff and students share their knowledge, expertise and resources with residents in every corner of the state through public service and outreach programs. The Illinois Quantum and Microelectronics Park (IQMP) is a first-of-its-kind park for quantum scale-up and related quantum and advanced microelectronics research and development. Minutes away from downtown Chicago along Lake Michigan, this site will: 1) build on a track record of historic investment by the State in quantum information science and technology, and 2) further establish Illinois as a global hub for quantum. The park is designed to support the full ecosystem of companies, researchers, suppliers, end users and other partners working to facilitate the development and commercialization of quantum technologies, including the world's first fault-tolerant computers. For more information, visit our website.

Job Summary

The Office Support Specialist provides administrative and logistical support for the Illinois Quantum and Microelectronics Park (IQMP), with primary responsibility for coordinating meetings, events, site visits, and related activities. The position coordinates scheduling and administrative support for IQMP leadership and assists with the day-to-day administrative needs of the organization. The position also serves as backup to the IQMP Office Manager and provides general office support as needed.

Duties and Responsibilities

Scheduling and Administrative Support:

• Maintain calendars and coordinate scheduling for designated IQMP leadership involving internal and external participants, including meetings, appointments, events, site visits, and other commitments by obtaining necessary information and adjusting as needed.
• Maintain awareness of upcoming commitments, deadlines, meetings, and events and provide appropriate reminders and supporting information to leadership and affected staff.
• Prepare routine correspondence, agendas, reports, presentations, and other administrative materials requiring knowledge of IQMP activities and procedures.
• Review and respond to routine inquiries within the scope of assigned responsibilities and appropriately route matters requiring additional attention.
• Compile, summarize, organize, and distribute information from multiple sources for meetings, reports, presentations, and other administrative purposes.

Meeting, Event, and Visitor Coordination:

• Coordinate logistical arrangements for IQMP meetings, conferences, workshops, site visits, special events, and other activities including scheduling, room reservations, invitations and registration, guest lists, catering, audiovisual needs, signage, supplies, presentation materials, transportation, and related logics.
• Serve as a point of coordination with IQMP staff, University units, vendors, facilities personnel, and external participants regarding meeting and event logistics; anticipating needs and resolving routine logistical issues.
• Maintain event timelines, checklists, schedules, and related documentation; monitor deadlines and follow up with responsible parties to ensure arrangements are completed.
• Prepare and organize meeting and event materials, including agendas, name badges, placards, handouts, registration materials, presentations, and other materials as needed.
• Coordinate arrangements for external visitors and guests, including scheduling, meeting locations, itineraries, access information, transportation, meals, and related logistical needs.
• Provide on-site support for meetings and events, including room setup, attendee check-in, materials distribution, coordination with vendors and service providers, and troubleshooting routine logistical issues.
• Coordinate post-event activities, including breakdown of meeting/event spaces, return and organization of supplies and materials, and follow-up documentation.
• Maintain inventories of event supplies and materials and coordinate replenishment or purchasing as needed.
• Coordinate periodic off-site meetings and events and assist with travel-related logistical arrangements when appropriate.
• Occasional evening or after-hours work may be required to support meetings and events.

Office Operations and Office Manager Backup:

• Serve as backup to the IQMP Office Manager and provide continuity of administrative support during absences or periods of high activity, including monitoring communications, assisting visitors, and routing inquiries as appropriate.
• Assist with daily office operations and administrative activities in support of IQMP programs and initiatives.
• Respond to routine administrative inquiries and provide information regarding established IQMP and University procedures; refer complex or sensitive matters to the Office Manager or appropriate staff member.
• Assist with purchasing and procurement activities, including obtaining quotes, coordinating routine purchases, preparing documentation, and maintaining records in accordance with established procedures.
• Assist with travel arrangements, reimbursements, vendor coordination, supply ordering, and other administrative transactions as assigned.
• Perform duties associated with lower levels of the Office Support Series and other related duties as assigned.

Minimum Qualifications

1. High school diploma or equivalent.

2. Any one or combination totaling two (2) years (24 months) from the categories below:

A. 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)

B. Work experience performing office/clerical activities, including the use of computer systems.

3. One (1) year (12 months) of work experience comparable to the second level of this series.

Preferred Qualifications

• Experience coordinating meetings, conferences, events, site visits, or other activities involving multiple participants and logistical arrangements.
• Experience providing calendar management and administrative support to leadership or senior-level staff.
• Experience coordinating activities involving internal and external stakeholders, vendors, or visitors.
• Experience with purchasing, travel, reimbursement, or other administrative business processes.
• Experience working in a higher education, research, government, nonprofit, corporate, or similarly complex organizational environment.
• Familiarity with University of Illinois systems, policies, procedures, and administrative processes.

Knowledge, Skills and Abilities

• Knowledge of administrative and office procedures, practices, records management, and workflow coordination.
• Strong organizational skills and ability to coordinate multiple meetings, events, schedules, and deadlines simultaneously.
• Skill in coordinating event and meeting logistics and anticipating the materials, resources, facilities, and services necessary for successful execution.
• Ability to exercise judgment and initiative in addressing routine administrative and logistical issues.
• Ability to monitor activities and deadlines, follow up appropriately, and ensure timely completion of assigned responsibilities.
• Strong communication skills and ability to communicate professionally with internal and external stakeholders.
• Ability to establish and maintain effective working relationships with individuals at varying levels of an organization.
• Proficiency with office technology and software applications, including email, calendaring, word processing, spreadsheets, presentation software, and shared communication platforms.
• Ability to gather, organize, summarize, and communicate information from multiple sources.
• Ability to understand and apply established organizational policies, procedures, and administrative guidelines.
• Ability to handle confidential and sensitive information with discretion.
• Strong attention to detail and ability to maintain accurate records and documentation.
• Ability to adapt to changing priorities and respond effectively to time-sensitive needs.
• Strong customer-service orientation and ability to provide professional assistance to visitors, guests, staff, vendors, and other stakeholders.

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 budgeted salary range for the position is $22.426 to $32.505 per hour. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

This position is not eligible for any type of sponsorship for work authorization.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Monday, November 2, 2026.

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.

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: 1038615
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu