Office Support Associate

Office of the Vice Chancellor for Administration & Operations

University of Illinois Urbana-Champaign

Duties & Responsibilities -

• Processes space requests for select classroom and outdoor facilities in accordance with departmental and campus policies related to facility use via an online reservation system (Ad Astra). Requests are made by university departments, registered student organizations, individuals and outside organizations and include such events as meetings, lectures, performances, outdoor displays, recreational activities, etc. Identifies special needs and directs applicant to appropriate resources (i.e. special equipment, seating type, stages, etc.).
  • Recognizes risk factors and presents to supervisor if needed.
  • Finalizes and records reservations.
  • Communicates outcome of request with applicants and various other campus units including Facilities and Services, Student Success and Engagement, the Division of Public Safety and other units as applicable including the appropriate policy references and additional guidelines.

• Performs primary intake duties providing information such as reservation policies and procedures.
  • Refers calls and emails to the appropriate sources for event information.
• Creates custom room availability reports upon request for units such as Facilities and Services and Technology Services.
• Process building hour change requests.
• Assists the Foellinger Auditorium and Campus Instructional Facility managers with reservations for space.
• Updates classroom and outdoor information in the scheduling database, AdAstra.

Minimum Qualifications -

• High school diploma or equivalent.
• Any one or combination totaling eighteen (18) 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 year (12 months)
• Associate’s Degree (60 semester hours) equals eighteen months (18 months)

B. Work experience performing office/clerical activities, including the use of computer systems.

Knowledge, Skills and Abilities -

• Excellent attention to detail with the ability to juggle multiple tasks concurrently while remaining calm and pleasant.
• Ability to interact effectively and congenially, both in person and on the telephone, with a diverse group of people including faculty, administrative staff, students and the general public.
• Good keyboarding skills and a working knowledge of general office procedures and office equipment.
• Knowledge of computers and an understanding of computer processes and output.
• Ability to become quickly familiar with the physical layout of the campus and its buildings, classrooms, and lecture rooms.
• Ability to develop a general knowledge of the 320 general purpose classrooms (capacity, physical layout of rooms, location in building, etc.).
• Ability to quickly learn the facility preferences and needs of the teaching departments and student activity programs.
• Ability to develop a good knowledge of existing facilities policies and how they apply when fielding requests or questions regarding use of space.

Appointment Information

This is a 100% full-time Civil Service 0846 - Office Support Associate position. The expected start date is as soon as possible after the close of the search. The collective bargaining agreement sets a wage of $19.688/hour ($38,391.60 annually). Sponsorship for work authorization is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on July 10, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. Application materials should include a cover letter, current resume (including month/year employment dates), at least three professional references, and proof of licenses and/or degree(s) if applicable.

In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. 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 Laura Williams at lauraw@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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 accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1031482
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu