Office Support Specialist - Academic Service Program

University of Illinois Urbana-Champaign•Urbana, IL

About The Position

The Office Support Specialist provides administrative support for the Jeffries Center’s Academic Services Program and performs a variety of functions to support effective operations. The position supports three program directors and Student Success Advisors, provides clerical and reception services, assists students and stakeholders with inquiries, and maintains schedules, records, inventory, and correspondence. It also handles purchasing, fiscal and payroll support, and supervises a small team of undergraduate office assistants. The role includes helping with department events, recommending process improvements, participating in assessment and continuing education, and other duties as assigned. This is a 100% full-time Civil Service position appointed on a 12-month basis. The expected start date is as soon as possible after December 14, 2026. The starting salary is $43,730.70. The position involves traversing campus to other locations for meetings, activities, and other job responsibilities. It is intended to be eligible for benefits, including health, dental, vision, and life insurance, a retirement plan, paid time off, and tuition waivers for employees and dependents.

Requirements

High school diploma or equivalent.
Two years (24 months) in total from qualifying college coursework and/or work experience performing office or clerical activities, including use of computer systems. Coursework equivalencies include 30 semester hours for 12 months, an associate’s degree for 18 months, 90 semester hours for 24 months, and a bachelor’s degree for 36 months.
One year (12 months) of work experience comparable to the second level of this series.
Knowledge of administrative and clerical procedures and systems, including word processing, records and file management, and office procedures and terminology.
Knowledge of customer and personal service principles and processes, including assessing customer needs, meeting service quality standards, and evaluating customer satisfaction.
Knowledge of English language structure and content, including word meanings, spelling, composition, and grammar.
Knowledge of computers and computer systems, including hardware and software, for data entry and information processing.
Skill in material resources management, including obtaining and ensuring appropriate use of equipment, facilities, and materials.
Skill in communicating effectively using methods appropriate to the audience.
Skill in decision-making, including considering the relative costs and benefits of potential actions.
Ability to understand work-related written materials and arrange items or actions according to rules or patterns.
Ability to apply general rules to specific problems and combine information to reach conclusions.
Ability to select appropriate mathematical methods or formulas to solve problems.

Nice To Haves

Experience working with individuals and families from a range of identities and lived experiences.
Experience providing administrative support, using standard office equipment, and learning new technology as office needs change.
Experience with Microsoft Office.
Experience with University business systems such as BANNER, Chrome River, P-Card, TCard, and web tools.
Experience arranging group travel and/or small and large group events with catering.
Experience maintaining records.

Responsibilities

Provide administrative support to the Directors for Tutoring & Academic Services, Advising and Mentoring, and First-Generation Student Initiatives, as well as Student Success Advisors.
Perform clerical support, including reception, data entry, word processing, photocopying, filing, and proofreading.
Respond to office inquiries and assist students and stakeholders as they navigate services and processes.
Maintain calendars; schedule meetings and events; arrange catering and travel; screen telephone calls; and review and distribute incoming correspondence.
Assist with processing and maintaining office inventory, including equipment, keys, and furniture.
Assist with preparing reports and correspondence using software and databases.
Maintain departmental records in accordance with University policy.
Perform departmental purchasing using University systems, including T-CARD, P-CARD, I-Buy, JVs, requisitions, and purchase orders.
Submit hiring requests on behalf of ASP Directors as requested.
Assist staff with submitting reconciliation documents and assist with fiscal reconciliation.
Assist with payroll submission for ASP staff and serve as a P-Card and T-Card holder.
Directly supervise a small team of undergraduate office assistants; recruit, interview, and select assistants; and train and schedule them.
Facilitate regular staff meetings with the undergraduate office assistants.
Help plan, participate in, and/or attend department events and activities.
Recommend areas and processes for improvement to leadership.
Participate in assessment activities as requested.
Serve on appropriate committees, councils, task forces, boards, and associations as requested to increase the department’s visibility.
Participate in continuing education and training.
Perform other duties as assigned.