Class Support Coordinator - Illinois Fire Service Institute

Illinois Fire Service Institute

This position plays a critical role in ensuring the seamless delivery of courses across all IFSI programs and special training events. As part of the class support team, the coordinator manages the business logistics to support our training courses, from budgeting course support needs, overseeing student registration, supporting the certification process, and collaborating with program leadership to support training experiences for special events related to the fire service.

Position Summary:

The Class Support Coordinator is responsible for planning, coordinating, and executing the business and administrative logistics required for successful course delivery at IFSI. The position provides primary support for class setup, student enrollment, prerequisite verification, certification processing, contract coordination, invoicing, budgeting support, and recordkeeping. In addition, the coordinator partners with program administrators to organize and support all special events sponsored or supported by IFSI.

Impact in Your First Year:

At IFSI, we value our employees and provide resources to help you continually learn and grow. We foster a strong, collaborative community of people who are driven by their ability to make a difference. We will work hard to train the right candidate for success.

Within 3 months, you’ll:

• Become familiar with the vision, mission and operations of IFSI.
• Meet stakeholders and understand the roll of class support.
• Become familiar with our agency partners, and practice hard skill for course budgeting, enrollment, and support.
• Be comfortable in knowing “who to ask”.
• Gain insights into calculating costs for special courses delivery.
• Have a basic understanding of our enrollment application, “Sparkey”.

Within 6 months, you’ll:

• Understand course delivery from start to close-out.
• Gain an understanding of our certifying agencies.
• Gain insights into event support, course costing, and working with subject matter experts in course needs for industry training (EG: materials, labor, supplies).
• Comfort in fielding and/or redirecting questions.
• Have built cordial working relationships with peers.

Within 9 months, you’ll:

• Be autonomous in routine daily tasks.
• Be comfortable in understanding assigned work and asking questions.
• Be comfortable working in Sparkey.
• Be comfortable with course set-up, following through to course close-out.

Within 12 months, you’ll:

• Be autonomous in most aspects of the job description.
• Understand who to work with for a given task.
• Comfort in answering routine questions.
• Understand roll within Class Support, and IFSI.
• Love your job!

Key Responsibilities:

Course Administration & Student Support

• Prepare detailed material for class proposals, contracts, and student records; enter information into the IFSI database while ensuring accuracy and adherence to unit policies and procedures.
• Review, certify, and file documents throughout the enrollment, attendance, and certification process, ensuring compliance with state, national, and international accreditation standards.
• Communicate with students, IFSI staff, and external organizations through phone, email, and mail regarding prerequisites, certification, and course requirements.
• Verify student eligibility by running and analyzing reports, updating internal records, and coordinating with state agencies as required.
• Schedule classes in the IFSI database, including budget entry, student registrations, and ongoing updates throughout the lifecycle of the course.
• Generate and route class contracts for signatures; track progress to ensure timely execution.
• Support the invoice process by closing out courses, providing documentation, and addressing initial questions from individuals and departments.
• Notify students of class status changes and coordinate all outbound course-related communications.
• Enter students and create events in the Office of the State Fire Marshal certification portal.
• Assist in developing budgets and costings for contract courses.
• Maintain calendars to track daily site activities and maintain operational awareness.
• Support front desk operations as backup to central reception.
• Perform additional related duties as assigned.

Industry & Partner Training Support

• Coordinate and support course offerings for industry partners, including budget development and management of delivery logistics.
• Reconcile course activities, ensuring payroll, travel, and other expenses are properly assigned to the correct funding sources for accurate invoicing and analysis.
• Support the invoice process by requesting invoices, providing documentation, and addressing initial questions from individuals and departments.

Special Events Support

• Collaborate with program administrators to plan and develop schedules, course needs, and logistical requirements for all IFSI special events, including:
  • Fire College
  • Fire Academy
  • Winter Fire School
  • Explorer Cadet School
  • Veterans in the Fire Service Event
• Manage administrative and logistical processes associated with special-event course offerings, ensuring accurate setup, scheduling, communication, and documentation.
• Provide onsite or remote support during events as needed to ensure successful course and program delivery.
• Reconcile course activities, ensuring payroll, travel, and other expenses are properly assigned to the correct funding sources for accurate invoicing and analysis.

Qualifications:

Required:

1. Bachelor’s degree.
2. A total of three (3) years (36 months) in education, training and/or work experience in program coordination working with database or administrative systems (i.e. student records, communication, or scheduling).

Preferred:

1. Experience in fire service training, emergency response education, or related fields.
2. Knowledge of fire service mission, certification requirements, and training program structures.
3. Familiarity with state or national fire certification bodies and associated administrative processes.

Knowledge, Skills, and Abilities:

1. Strong analytical, creative, and problem-solving skills.
2. Self-motivation and discipline to regularly set and achieve work goals.
3. Positive, professional, and collaborative attitude with excellent customer-service focus.
4. Ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment.
5. Ability to work independently and as part of a team.
6. Flexibility to support occasional evening or weekend events.

Appointment Information:

This is a 100% full-time Civil Service Program Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after February 1, 2026. Starting salary for this role will be $55,000 and is commensurate with experience.

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 January 9, 2026. 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 Keri Borchers, kerib@illinois.edu. 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.

Champaign-Urbana

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 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: 1034166
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu