Office Support Specialist, Illini Union

Illini Union

Job Summary

Duties & Responsibilities

• Administrative Support
  • Provides administrative and office support to Directors staff, answers phones/directs calls, and prints/copies materials for meetings.
  • Screens calls and greets visitors. Takes messages and/or relays calls to appropriate departments.
  • Manages the calendar for the Senior Associate Director for Retail Operations; scheduling appointments and meetings, answers phone, responds to routine inquiries.
  • Supports the Illini Union Shared HR team in developing interview itineraries, scheduling interviews, securing space for interview meetings including AV needs, tours, arranging candidate travel and lodging, etc.
  • Serve as clerical and technical backup for all meetings hosted by the Director’s Office leadership team.
  • Assists with special events for the Illini Union when needed.
  • Retrieve, sorts, opens, and distributes incoming mail/packages from the mailroom and prepares outgoing mail. Share, on a rotational basis, with other members of the support staff in the daily distribution of U.S. and campus mail. Backs-up administrative aide when needed for supplies and printing needs.
  • Maintain office supply inventory; order routine and special order office supplies as needed (iBuy, Amazon, etc.)
• Business Operations
  • Books travel (including transportation of any means and lodging) for Illini Union staff. Maintains receipts for reimbursement and reconciles trip and related expenses in Emburse.
  • Prepares travel in Emburse for staff as needed.
  • Makes purchases in iBuy and completes purchase order in Banner. Also makes purchases for the Facilities, Maintenance and Operations and staff using p/t card. Reconciles purchases in Emburse.
  • Keeps updated on travel guidelines and notifies the Illini Union team of current/changing rules and regulations so all remain in compliance.
  • Monitors and provides updates to website information to Shared AHW Marketing team.
  • Handles confidential information.
• Other duties as assigned.

Additional Physical Demands

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

• Excellent knowledge of business English, excellent keyboarding skills and accurate spelling and proofreading ability.
• Ability to organize and prioritize work assignments.
• Ability to work under pressure, attention to detail, and follow-through.
• Experience with MS Office, University staff applications such as Chrome River, iBuy, etc.
• Ability to operate standard office equipment.

Knowledge, Skills and Abilities

• Working knowledge of academic unit structure and requirements.
• Working knowledge of advancement and public relations principles.
• Basic knowledge of various LER programs.
• Working knowledge of event planning.
• Ability to recognize items of a sensitive and confidential nature.
• Ability to work with minimal supervision and in a self-directed manner.

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 3/31/2025. A collective bargaining agreement sets the starting salary for this position is $21.986 per hour.

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 March 11, 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 Taylor Phillips at tphilli@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 accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu.

Requisition ID: 1035185
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu