Office Support Specialist - Housing Facilities, 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 essential support to Housing Facilities by handling purchasing and inventory management tasks. Performs a variety of office duties that require initiative, sound judgment, and a strong understanding of office and departmental procedures, all while utilizing various software systems. All University Housing staff will engage and contribute to a culture of diversity, equity, and inclusion within University Housing.

Duties & Responsibilities

Purchasing:

• Assist Housing Facilities staff members in acquiring products, supplies, and materials. Entails obtaining pricing comparisons, submitting purchasing instrument (standing purchase order, iBuy, etc.), contacting vendors for quotes.
• Reconcile standing purchase orders.
• Reconcile P-Card transactions in Chrome River for Housing Facilities staff members.
• 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, and Chrome River.
• Work with vendors and/or University Payables to resolve purchasing, invoicing, and payment issues.

Housing Inventory – Related Operations and Procedures:

• Add and update inventory records in FABweb, including inventory transfer data from truck log, following the guidelines and procedures set by the State of Illinois adhering to the 30-day required deadline on new acquisitions.
• Maintain the University Housing’s inventory using the TMA-Asset and Equipment modules database adding new acquisitions, changes, scrap/surplus and transfers. Issue inventory numbers for new acquisitions.
• Develop and maintain an inventory history. Prepare biennial inventory report for staff to physically find the assets; upon their findings, correct discrepancies in the TMA and FABweb databases.
• Assist University Property Accounting Office to investigate and rectify discrepancies in inventory and purchasing data.

Support of Inventory Warehouse:

• Provide office support for the Inventory Warehouse, responding to routine requests for information and documentation.
• Screen and direct incoming and outgoing mail on a daily basis, providing timely responses to inquiries within scope of responsibility.
• Create manual apartment touchups and turnover extensions as needed.
• Serve as backup for Housing 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:

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.

Preferred Qualifications

• Experience using FABweb, including entering new acquisitions, disposals, and transfers.
• Experience with non-catalog purchases in IBuy.
• Experience using Banner to track and reconcile standing purchase orders.
• Experience formatting spreadsheets and setting up formulas in Excel.
• Experience with basic accounting procedures, including documenting transactions and reconciling accounts.

Knowledge, Skills and Abilities

• Extensive knowledge of clerical and general office practices and procedures.
• Ability to key in data with a high degree of accuracy.
• Ability to track and meet multiple deadlines.
• Ability to follow written procedures.
• Ability to identify and resolve issues effectively.
• Knowledge of Microsoft Office products.
• Extensive knowledge of spelling, grammar, punctuation, sentence and paragraph structure, and formatting.
• Skill in oral and written communication.
• Ability to operate document production, reprographic, or other standard office equipment.
• Ability to work in an environment with diverse staff and students.

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 a wage of $42,872.70. 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.

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.

Sponsorship for work authorization is not available for this position.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on October 24, 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.

When submitting your application, please submit a cover letter, resume and names/contact information for three professional references. 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 Housing Human Resources at careers@housing.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.

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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.

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Requisition ID: 1033187
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu