Office Support Specialist - University Housing

iFab Tech Hub; Urbana (IL); On-site; USD 42,000 - 56,000; Full time

Job summary

Corn Refiners Association is seeking a detail-oriented Purchasing and Inventory Associate to support Facilities Operations. You will assist with purchasing, vendor communications, and document reconciliation, using Banner, iBuy, Emburse, and Excel to ensure accuracy and compliance.

The role also covers housing inventory management, asset recordkeeping in FABWeb and TMA, and administrative support for the Inventory Warehouse, including mail handling and turnover tasks.

Responsibilities

• Assist with purchasing products, supplies, materials, equipment, parts, and services; obtain quotations and submit requests using university systems.
• Reconcile purchase orders, vendor logs, packing slips, and documentation for accuracy and compliance.
• Reconcile purchasing card transactions using Emburse Enterprise.
• Create Merchandise Received documents; maintain fiscal records in Banner, iBuy, Emburse, and Excel.
• Collaborate with vendors, accounting, payables, and departments to resolve issues.
• Use Excel to support purchasing and reconciliation activities, including data sorting and checking formulas.
• Maintain housing inventory and asset records in FABWeb, TMA, and Excel; transfer data from logs.
• Assign inventory numbers and ensure records meet deadlines; develop inventory history.
• Assist with Biennial inventory; update FABWeb and TMA databases.
• Resolve discrepancies with Property Accounting and staff.
• Provide administrative support for the Inventory Warehouse; handle mail and inquiries.
• Create apartment touchups and turnover extensions as needed; back up staff as required.
• Carry out other related duties as assigned.

Job description

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.