Office Support Specialist - Native American House

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

Job summary

University of Illinois Urbana-Champaign's Native American House is seeking an Office Support Specialist to provide clerical and organizational support to the Director and Assistant Directors. You will oversee budgets, records, scheduling, and serve as a liaison for staff and external partners.

You will supervise student staff, manage calendars, respond to inquiries, process invoices and contracts, and help coordinate events and meetings.

Qualifications

• High school diploma or equivalent.
• Two years of related coursework/experience as per education table.
• One year of work experience comparable to the second level of this series.

Responsibilities

• Assist Director in overseeing NAH’s budget and act as primary purchaser.
• Maintain records of fiscal transactions and advise on expenditures.
• Process contracts, journal vouchers, and requisitions; manage orders and NAH account charges.
• Supervise and coordinate office operations and minutes for meetings.
• Greet visitors, answer inquiries, route information, and manage calendars and space reservations.
• Coordinate NAH projects, meetings, and events; take minutes as needed.
• Assist Director with drafting responses and correspondence; track deadlines.
• Arrange travel and ensure compliance with university policies.
• Maintain confidential files and ensure FOIA compliance; update NAH policies and procedures.

Skills

Organizational skills

Deadline-oriented

Confidentiality handling

Campus resources knowledge

Team collaboration

Education

High school diploma

Job description

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.

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] .