Office Support Specialist - University Housing

Illinois; Urbana (IL); Sur place; USD 25 000 - 36 000; Plein temps

Résumé du poste

University Housing is seeking an Office Support Specialist to provide purchasing, inventory, and administrative support for Facilities Operations on the Urbana campus. The role uses university systems to document transactions, track inventory, and support daily operations with accuracy and professionalism.

The position emphasizes collaboration with staff, vendors, and campus partners, ensuring timely follow-up and compliant documentation while fostering an inclusive work environment.

Qualifications

• High school diploma or equivalent.
• Two years of related office experience or equivalent education.

Responsabilités

• Purchasing support: assist with vendor quotes, purchase requests, and reconciling purchasing docs using university systems.
• Inventory management: maintain FABWeb/TMA records, update inventory and asset histories, and assist Biennial inventories.
• Administrative support: answer routine questions, route inquiries, process mail, and provide backup support.
• Data accuracy: ensure records are accurate, follow procedures, and resolve routine issues.

Description du poste

Office Support Specialist - University Housing

University Housing Maintenance Facilities

University Housing provides an essential element of the Illinois experience, with hundreds of employees across seven units working together to build and maintain safe, healthy and welcoming homes for our residents. We value the many diverse voices, opinions, experiences and identities of the Illinois community, and our commitment to diversity, equity and inclusion is woven into each of our interactions, programs and decisions.

With 26 residence halls, three apartment complexes, nine dining locations, multiple storage facilities, miles of sidewalk, a quad and so much more to care for - our Facilities team has its hands full. University Housing Facilities include maintenance, facility planning, engineering, interior design and building service.

For more information regarding employment at University Housing, please visit our recruitment website at University Housing Recruitment.

Job Summary

Provides purchasing, inventory, and administrative support for University Housing Facilities Operations. Helps track inventory, process purchases, maintain records, and support daily departmental operations. Leverages accuracy, organization, sound judgment, and the ability to follow established procedures in working with staff, vendors, and campus partners. Uses University purchasing, inventory, and recordkeeping systems to support accurate documentation, timely follow-up, and effective daily operations. All University Housing staff foster a respectful, inclusive, and collaborative work environment.

Duties & Responsibilities

Purchasing

• Assist Facilities Operations staff with purchasing products, supplies, materials, equipment, parts, and services needed for departmental operations by researching products, obtaining vendor quotations, comparing costs, and submitting purchasing requests using University purchasing systems (standing purchase order, iBuy, etc.).
• Reconcile standing purchase order vendor logs, packing slips, and purchasing documentation to ensure accuracy and compliance with University procedures.
• Reconcile purchasing card transactions for Housing Facilities staff members using Emburse Enterprise (credit card expense report software).
• Create Merchandise Received documents (MRs) for Housing Facilities purchases. Maintain records of Facilities fiscal transactions on correct accounts, (including Vendor Log reconciliations and MR form submittals); utilizes BANNER, IBuy, Emburse Enterprise, and Microsoft Excel.
• Work with vendors, accounting staff, University Payables, and departmental staff to resolve purchasing, invoicing, payment, and documentation issues.
• Utilize Microsoft Excel to support purchasing and reconciliation activities, including sorting and filtering data, working with existing formulas, and identifying and correcting basic spreadsheet discrepancies.

Housing Inventory Management

• Maintain University Housing inventory and asset records in FABWeb (inventory software), TMA (workorder management software), and Microsoft Excel including transferring inventory data from our internal truck log by adding new acquisitions, transfers, disposals, surplus items, and location changes.
• Assign inventory numbers for new acquisitions and ensure inventory records are created and updated within established State of Illinois and University deadlines.
• Develop and maintain inventory history records and supporting files.
• Assist with Biennial inventory by preparing records, collecting updates, researching discrepancies, and updating FABWeb and TMA inventory databases.
• Research and resolve inventory discrepancies in collaboration with University Property Accounting and departmental personnel.

Administrative Support for Inventory Warehouse

• Serve as administrative support for the Inventory Warehouse and Facilities Operations by answering routine questions, screening requests, and directing inquiries to the appropriate staff member when needed.
• Review, distribute, and respond to incoming and outgoing mail daily. Independently respond to inquiries within the scope of responsibility.
• Create manual apartment touchups and turnover extensions as needed.
• Provide backup support to other Facilities Operations office support staff as needed.

Perform 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:

• 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 maintaining inventory, asset, equipment, or warehouse records.
• Experience using inventory, asset management, work order, or equipment tracking systems.
• Experience processing purchases, requisitions, purchase orders, vendor quotes, or non-catalog purchases.
• Experience using Microsoft Excel to enter, organize, review, or reconcile data.
• Experience maintaining records, preparing reports, and resolving discrepancies in purchasing, fiscal, inventory, or operational data.
• Experience with University systems such as FABweb, TMA, Banner, Emburse Enterprise, or iBuy.

Knowledge, Skills and Abilities

• Knowledge of office practices, administrative procedures, and records management principles.
• Ability to enter, track, maintain, review, and verify data with a high degree of accuracy.
• Ability to organize work, manage multiple priorities, and meet deadlines.
• Ability to follow procedures and apply them consistently.
• Ability to identify, research, and resolve routine operational, purchasing, and inventory issues independently.
• Ability to communicate effectively and respond appropriately to others’ needs or concerns.
• Proficiency with Microsoft Office applications, particularly Excel.
• Extensive knowledge of spelling, grammar, punctuation, sentence and paragraph structure, and formatting.
• Ability to establish and maintain effective working relationships with staff, vendors, and campus 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 the close of the search. The wage for this position is$22.426/hr. 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.

Shift: Monday - Friday, 8 AM to 4:30 PM. This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University’s Workplace Flexibility policy.

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.

Requisition ID: 1038390
Job Category: Administrative Support

Looking for more University of Illinois Positions?

We invite you to search for positions at each of the University of Illinois' locations, the University of Illinois System Office and the University of Illinois Foundation. The University of Illinois System Office supports the primary missions of teaching, research, public service, and economic development for all of the Universities and offers positions in all locations. The University of Illinois Foundation is the official fundraising and private gift-receiving agency for the University of Illinois and also offers position in all locations. Click the links below to search for other University of Illinois positions.

For further information about this specific position, please contact Housing Human Resources at [e-mail]. For questions regarding the application process, please contact 217-333-2137.

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.

Learn more about Champaign-Urbana, our campus and the community we hope you choose to live and work in.

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].