Office Support Specialist - Native American House

University of Illinois at Urbana-Champaign; Urbana (IL); Sur place; USD 39 000 - 48 000; Plein temps

Avantages offerts par ce poste

Health insurance

Retirement plan

Paid time off

Tuition waivers

Résumé du poste

University of Illinois at Urbana-Champaign's Native American House seeks an Office Support Specialist to provide personal and administrative support to the Director and Assistant Directors. The role includes managing budgets, purchasing, records, and coordinating office operations with student staff and interns.

Responsibilities include handling contracts, travel, and events, maintaining calendars, and acting as a liaison with external entities.

Qualifications

• High school diploma or equivalent.
• Two years of college coursework or related experience (per the state guidelines for this Civil Service position).
• One year of work experience comparable to the second level of this series.
• Experience with office/clerical tasks and basic computer systems.

Responsabilités

• Assist Director with budgeting and purchasing for the unit.
• Maintain records of financial transactions and advise on expenditures.
• Process contracts, purchasing cards, vouchers, invoices, and requisitions.
• Supervise office operations, schedule management, and staff coordination.
• Serve as primary information source and manage calendars and inquiries.

Connaissances

Organizational skills

Deadlines management

Judgment and prioritization

Confidentiality awareness

Campus resources knowledge

Formation

High school diploma or equivalent

Description du poste

Office Support Specialist

Native American House

Job Summary

Provide personal assistance and support to the Director of the Native American House (NAH), provide managerial, clerical, and organizational support to the Assistant Director(s), and provide supervision and resources to the student staff and interns.

Duties & Responsibilities

• Assist the Director in overseeing NAH's budget maintain day-by-day records of unit transactions, and act as the primary purchaser for the unit.
• Manage and maintain all records of the unit's fiscal transactions and funding involving a variety of accounts and provide advice regarding the appropriateness of requested expenditures with regards to budget.
• Manage the processing of T-Card & P-Card, journal vouchers, receipts, invoices and requisitions, process work orders, maintain accurate and timely records. Process contracts for service & honoraria, manage funding board applications. Initiate orders for computer equipment and repair, and office furniture. Requires knowledge of NAH accounts to ensure the proper account is assigned the charge for the supplies.
• Supervise and coordinate all operations and activities for the smooth functioning of the office, including opening and closing procedures.
• Serve as the primary information source for activities involving the NAH.
• Maintain NAH calendars, email inboxes, and respond to inquiries as needed. Oversee unit space reservation system.
• Greet visitors, screen calls, provides general information, and makes appropriate referrals and appointments with staff members; disseminates general office information and materials, including checking out books and other resource materials.
• Coordinate unit projects, meetings, and conferences.
• As needed, represent NAH at meetings for the Director and take minutes or report back.
• Act as assistant to the Director sign documents/act as proxy for the Director as needed, draft initial responses, compose correspondence and reports requiring knowledge of the activities of the principal and/or the procedures of the unit.
• Maintain calendar of operating or administrative commitments, notify the Director and/or affected staff of deadlines.
• When needed, attend meetings in the Director's stead.
• Secure complex university business travel and confirm related visits for staff, students, and guests.
• Maintain comprehensive files and records systems, which may include confidential materials in accordance with confidentiality and compliance policies and ethics, with an acute awareness of FOIA regulations, and create and update NAH Policies and Procedures Manual per University Compliance.
• Maintain well-stocked workplace, order office and kitchen supplies using I-Buy and P-Card. Manage catering orders for NAH events.
• Provide clerical support for staff and serve as a liaison between NAH and external entities in order to facilitate the variety of activities and programs underway.
• Ensure facilities are in good working order, coordinate with F&S and others as needed to maintain the facility.
• Assist Director with coordination of NAH events and programs on and off campus.
• Other duties as assigned.

Minimum 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.

Knowledge, Skills and Abilities

• Excellent organizational skills, the ability to work with a wide variety of individuals and as part of a team, and the ability to operate office computers and other related equipment. An interest in and ability to learn new software applications.
• Ability to meet deadlines while working under pressure and be flexible with job priorities.
• Ability to exercise judgment on priorities for work activities and work with detailed data.
• Understanding of confidentiality and sensitivity required in dealing with students, student records, and other information pertaining to their cases or situations.
• Familiarity with campus and community services.

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 1/13/2027. The wage for this position is $43,730.70.

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 Sunday, November 29, 2026. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Keri Collins at [e-mail]. For questions regarding the application process, please contact 217-333-2137.

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.

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.

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: 1039048

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu

Champaign-Urbana