Office Support Specialist

School of Architecture

University of Illinois at Urbana-Champaign

Job Summary

Duties & Responsibilities

Event Support

• Provide administrative support for all Student Services events: including but not limited to the following: ◦ Career XPO ◦ Annual Architecture Awards ◦ Convocation ◦ Discover Architecture ◦ Recruitment ◦ Reviews

• This position will work closely with the Associate Director of Student Services as well as any academic advisor leading the event’s efforts. This may include but is not limited to scheduling space, maintaining databases, soliciting vendors, completing purchase orders, sending out mailings, ordering materials, managing RSVP’s communicating with alumni, firms, faculty, students, and parents.

• The position will also participate in all committees associated with the events and serve in an administrative role by taking notes and following up as needed.

Office

• Serve as front line customer service representative for the Student Services office; answer the phone line, greet anyone who enters the office, and serve as a resource to get people to where they need to go or get them what they need.

• Maintain a p-card and t-card for the Student Services office, learn and uphold policies and procedures of the cards, book travel for staff and serve as a proxy for the reimbursement system.

• Maintain calendars as needed for the Associate Directors.

• Provide general support as needed to students who need to see an advisor.

• Provide support to the advisors as needed.

• Serve as the School’s key master – distributing and checking out keys to various constituents throughout the year, and ordering/picking up new keys as needed.

• Maintain the faculty and office mailrooms, kitchen area and refrigerators – keeping it clean and orderly.

• Oversees calendars for buildings, parking spaces and open/closes for both TBH and Architecture buildings, as well as the Erlanger House.

• Manage building access for students to get into studios.

• Signs for UPS, FED EX, etc., deliveries. Send out UPS & Fed EX mailings for School of Architecture.

• Maintains the Schools Website.

• Assist the academic advisor with newsletters as needed.

• Ensure Architecture classrooms and School stock levels for events, along with event areas, are stocked and organized for the Fall Semester.

• Responsible for classroom scheduling, set up and technology concerns.

Course Scheduling

• Serve as the secondary Banner class scheduler for the School of Architecture under the oversight of the Associate Director for Curricular & Academic programs, with the expectation that this may shift into a primary task pending demonstration of mastery.

• Assist with the dissemination of course and semester schedules.

• Extracurricular room reservations

• Assume other duties as directed.

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 the series.

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 Collective Bargaining Agreement sets the starting salary at $21.555/hr. Salary is commensurate with experience. This position is not eligible for sponsorship.

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 30, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. 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 Bobbie Clegg at bjclegg@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: 1031835
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu