Office Support Specialist - University Housing

University of Illinois Urbana-Champaign•Urbana, IL

16h•Onsite

About The Position

University Housing is hiring an Office Support Specialist to provide purchasing, inventory, and administrative support for University Housing Facilities Operations. The role helps track inventory, process purchases, maintain records, and support daily departmental operations. It requires accuracy, organization, sound judgment, and consistent use of established procedures when working with staff, vendors, and campus partners. The position uses University purchasing, inventory, and recordkeeping systems to ensure accurate documentation, timely follow-up, and effective operations. The position is based on-site at the University of Illinois Urbana-Champaign campus and is appointed on a 12-month basis. It is a 100% full-time Civil Service position. The expected start date is as soon as possible after the search closes. The stated wage is $22.426 per hour; the final offer depends on market data, internal salary equity, experience and qualifications, collective bargaining agreements, and budget constraints. The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. The position is not eligible for work-authorization sponsorship.

Requirements

High school diploma or equivalent.
A total of two years (24 months) of qualifying college coursework and/or work experience performing office or clerical activities, including use of computer systems. Coursework is credited according to the posting's stated conversion table.
One year (12 months) of work experience comparable to the second level of this series.
Knowledge of office practices, administrative procedures, and records management principles.
Ability to enter, track, maintain, review, and verify data accurately.
Ability to organize work, manage multiple priorities, and meet deadlines.
Ability to follow procedures and apply them consistently.
Ability to identify, research, and independently resolve routine operational, purchasing, and inventory issues.
Ability to communicate effectively and respond appropriately to others' needs or concerns.
Proficiency with Microsoft Office applications, particularly Excel.
Extensive knowledge of spelling, grammar, punctuation, sentence and paragraph structure, and formatting.
Ability to establish and maintain effective working relationships with staff, vendors, and campus partners.

Nice To Haves

Experience maintaining inventory, asset, equipment, or warehouse records.
Experience using inventory, asset management, work order, or equipment tracking systems.
Experience processing purchases, requisitions, purchase orders, vendor quotes, or non-catalog purchases.
Experience using Microsoft Excel to enter, organize, review, or reconcile data.
Experience maintaining records, preparing reports, and resolving discrepancies in purchasing, fiscal, inventory, or operational data.
Experience with University systems such as FABWeb, TMA, Banner, Emburse Enterprise, or iBuy.

Responsibilities

Research products, obtain vendor quotations, compare costs, and submit purchasing requests for products, supplies, materials, equipment, parts, and services using University purchasing systems.
Reconcile standing purchase order vendor logs, packing slips, and purchasing documentation for accuracy and compliance with University procedures.
Reconcile Facilities staff purchasing-card transactions using Emburse Enterprise.
Create Merchandise Received documents for Housing Facilities purchases.
Maintain Facilities fiscal transaction records on the correct accounts, including vendor log reconciliations and Merchandise Received form submissions.
Work with vendors, accounting staff, University Payables, and departmental staff to resolve purchasing, invoicing, payment, and documentation issues.
Use Microsoft Excel for purchasing and reconciliation activities, including sorting and filtering data, working with existing formulas, and identifying and correcting basic spreadsheet discrepancies.
Maintain University Housing inventory and asset records in FABWeb, TMA, and Microsoft Excel, including recording acquisitions, transfers, disposals, surplus items, and location changes.
Assign inventory numbers for new acquisitions and create or update inventory records within established State of Illinois and University deadlines.
Develop and maintain inventory history records and supporting files.
Assist with biennial inventory by preparing records, collecting updates, researching discrepancies, and updating FABWeb and TMA databases.
Research and resolve inventory discrepancies with University Property Accounting and departmental personnel.
Provide administrative support to the Inventory Warehouse and Facilities Operations by answering routine questions, screening requests, and directing inquiries as needed.
Review, distribute, and respond to incoming and outgoing mail daily.
Respond independently to inquiries within the scope of responsibility.
Create manual apartment touchups and turnover extensions as needed.
Provide backup support to other Facilities Operations office support staff as needed.
Perform other related duties as assigned.