Office Support Specialist - The Career Center

University of Illinois at Urbana-Champaign; Urbana (IL); On-site; USD 25,000 - 36,000; Full time

Job summary

The Career Center at University of Illinois at Urbana-Champaign seeks an Office Support Specialist to manage purchasing, event logistics, and search support while maintaining stakeholder information.

You will process procurement, coordinate facilities for events, support staff searches, onboarding, and keep records in Salesforce and Microsoft Lists, ensuring data accuracy and efficient office operations. Periodic evenings or early mornings for events may be required.

Qualifications

• Two years of related office/clerical experience or college coursework.
• Proficiency with standard office software and data systems.

Responsibilities

• Coordinate purchasing and manage supplies, and vendor communications.
• Provide event logistics support for career fairs and workshops.
• Maintain stakeholder records in Salesforce and Microsoft Lists.
• Support staff searches and onboarding activities.

Skills

Customer service

Communication

Organization

Prioritization

Policy interpretation

Microsoft Office

University systems

Record keeping

Teamwork

Relationship building

Education

High School Diploma

Job description

Office Support Specialist - The Career Center

The Career Center

The Career Center is committed to empowering Illinois students through individualized coaching, meaningful opportunities, and the development of lifelong career management skills. Guided by a student-centered approach, we strive to deliver exceptional service, provide evidence-based resources grounded in career and student development theory, and foster a collaborative, inclusive team environment. Through strong partnerships, continuous learning, purposeful innovation, and a shared commitment to leadership, we work to advance student success while serving as leaders within the University of Illinois career services community and the broader profession.

Job Summary

Provides purchasing, event logistics, and search support and maintains stakeholder information for The Career Center (TCC).

Duties & Responsibilities

• Administrative, Purchasing, and Search Support
  * Coordinate purchasing activities for office operations and programmatic efforts, including procurement of supplies, catering, and services; monitor inventory levels and maintain related records.
  * Process purchasing documentation and assigned P-Card and T-Card transactions in Emburse, including reconciliation, vendor communications, and tracking of orders and deliveries.
  * Submit and monitor Facilities & Services requests to support routine facility, maintenance, and operational needs.
  * Provide administrative support for professional staff searches, including scheduling, coordination of candidate activities, and maintenance of search-related documentation.
  * Support student employee onboarding processes, including I-9 documentation and maintenance of required employment records.
  * Maintain office procedures, forms, templates, operational guides, and other administrative resources.
  * Provide backup support for the Career Resource Center, respond to routine inquiries, and direct visitors to appropriate staff, services, and resources.
  * Support documentation and recordkeeping related to user access and other operational compliance requirements.
  * Assist with administrative projects and support activities as assigned.
• Event Logistics Support
  * Coordinate logistical arrangements for Career Center events, career fairs, workshops, meetings, and other programs, including facilities, technology, catering, parking, supplies, and related event requirements.
  * Maintain event schedules, reservations, documentation, and communications with Career Center staff, campus partners, and vendors to support successful event operations.
  * Prepare event materials and provide on-site operational support, including setup, registration, troubleshooting, and cleanup activities.
  * Process and maintain documentation for event-related deposits, including the preparation and delivery of checks and other payments in accordance with established procedures.
  * Collaborate with the marketing team to support event promotion, communications, registration materials, and participant engagement activities.
• Contact and Information Management
  * Maintain stakeholder contact and organization records in Salesforce, Microsoft Lists, and office information systems, ensuring data accuracy and integrity.
  * Manage email distribution lists and other communication databases to support Career Center outreach and engagement efforts.
  * Maintain records of stakeholder interactions, partnerships, and engagement activities to support relationship management and program coordination.
  * Compile contact lists, reports, and other data resources to support events, communications, outreach initiatives, and office operations.

Work Schedule, Travel, or Other Job Expectations

Work is performed in an office environment with frequent interruptions and changing priorities. Periodic evenings or early morning support may be required for events, career fairs, and special programs. Occasional movement within and between campus locations may be required to support events and operational activities.

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.

Knowledge, Skills, and Abilities

• Strong customer service and interpersonal skills.
• Excellent communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Ability to interpret and apply established policies, procedures, and guidelines.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Teams.
• Ability to learn and effectively utilize university systems and software applications.
• Ability to maintain accurate records and documentation.
• Ability to work independently and collaboratively in a team environment.
• Ability to establish and maintain effective working relationships with students, employers, faculty, staff, and community partners.

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 12/6/2026. Salary for this position is set by a collective bargaining agreement and the rate of pay is $22.426/hour.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.s