Office Support Specialist - Illinois Global Institute

University of Illinois Urbana-Champaign•Urbana, IL

12h•Hybrid

About The Position

The Office Support Specialist provides shared office support to the Directors and staffs of two Centers within the Illinois Global Institute and supports their teaching, research, and engagement activities. The role covers fiscal and administrative operations, building and room coordination, and event planning and publicity. The position is a full-time, 12-month Civil Service appointment. Hybrid work may be available after an initial on-site training period, with on-site attendance as needed under the University’s Workplace Flexibility policy.

Requirements

High school diploma or equivalent.
Two years (24 months) of qualifying college coursework and/or office or clerical work experience involving computer systems, according to the stated education-to-experience conversion table.
One year of work experience comparable to the second level of the Office Support series.
Ability to communicate effectively and interact professionally with internal and external constituents, including students, faculty, staff, and parents.
Commitment to creating an inclusive environment and ability to work harmoniously with people from a wide variety of disciplines.
Ability to shift quickly between tasks while staying organized, with effective time-management skills.
Ability to maintain confidentiality in business matters.
Working knowledge of grammar, spelling, and punctuation.
Ability to acquire knowledge of Illinois Global Institute activities and programs and University and College requirements, procedures, rules, and regulations.
Knowledge of and ability to use BANNER, Emburse, iBuy, Web Tools, My UI Financials, and inventory systems.

Responsibilities

Ensure financial payments comply with University business policies and are completed within required timelines.
Use University business systems, including Emburse, iBuy, My UI Financials, Contracts+, and inventory platforms.
Work with IGI staff to ensure grant and endowment spending complies with University, grant, and donor requirements.
Assist with issuing award letters for annual fund allocations.
Maintain budget knowledge and an up-to-date filing system for receipts and supporting documentation.
Support the daily operation of the Centers and act as a confidential assistant.
Maintain calendars and coordinate meetings, including arranging space, preparing agendas, recording and distributing minutes, and notifying individuals of committee appointments.
Receive and process confidential fellowship, scholarship, admissions, and grant materials.
Serve as a point of contact for students, faculty, visitors, and the public; answer calls and manage email accounts.
Collect and prioritize mail and email, respond independently to routine inquiries, and coordinate domestic and international shipping.
Purchase supplies and equipment and maintain access to electronic programs related to admissions, course scheduling, inventory, purchasing, and payroll.
Provide information to students, faculty, departments, and visitors.
Assist with hiring and supervising student employees, including academic hourlies, graduate assistants, and research assistants.
Attend and participate in relevant campus meetings.
Manage building operations support, including key access for twelve IGI departments, locking and unlocking shared spaces, conference-room reservation calendars, and building requests.
Coordinate event logistics, budgets, travel arrangements, honoraria, reimbursements, room reservations, catering, and other arrangements.
Help arrange speakers, issue invitations, and follow up on publicity details such as biographies and abstracts.
Assist with developing publicity and background materials; distribute weekly and other event announcements and maintain a contact database.
Process and disseminate course lists for courses related to the study of relevant regions.
Perform other duties as assigned to further the unit’s mission.