Office Support Specialist - Native American House

University of Illinois Urbana-Champaign•Urbana, IL

About The Position

The Office Support Specialist provides personal assistance and support to the Director of the Native American House (NAH), managerial, clerical, and organizational support to the Assistant Director(s), and supervision and resources to student staff and interns. The position supports the smooth operation of the office, its financial and administrative functions, and its programs and events. The specialist oversees budget records and transactions, purchasing, payment and requisition processing, funding applications, contracts, and related fiscal documentation. The role also manages office operations, calendars, inboxes, space reservations, communications, records, supplies, facilities coordination, and business travel. The specialist supports the Director by preparing correspondence and reports, tracking commitments and deadlines, attending meetings as a representative when needed, and acting as a proxy as required. The position provides visitor support and clerical assistance, coordinates projects and events, and serves as a liaison with external entities. This is a 100% full-time Civil Service 3243 position appointed on a 12-month basis. The expected start date is as soon as possible after January 13, 2027. The stated wage is $43,730.70. The position is not eligible for work-authorization sponsorship and 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.
Any one or combination totaling two years (24 months) from the listed categories: college coursework in any curriculum, work experience performing office or clerical activities including use of computer systems, or the specified combinations of coursework and degrees.
One year (12 months) of work experience comparable to the second level of this series.
Excellent organizational skills and ability to work with a wide variety of individuals and as part of a team.
Ability to operate office computers and related equipment and interest in and ability to learn new software applications.
Ability to meet deadlines under pressure and remain flexible with job priorities.
Ability to exercise judgment in prioritizing work activities and to work with detailed data.
Understanding of confidentiality and sensitivity when handling student, student-record, and case-related information.
Familiarity with campus and community services.

Responsibilities

Assist the Director in overseeing the NAH budget, maintain day-by-day records of unit transactions, and serve as the unit’s primary purchaser.
Manage records of fiscal transactions and funding across accounts, and advise on whether requested expenditures are appropriate for the budget.
Process T-Card and P-Card transactions, journal vouchers, receipts, invoices, requisitions, work orders, service contracts, and honoraria; maintain accurate and timely records.
Manage funding board applications and ensure the correct NAH account is assigned to supply charges.
Initiate orders for computer equipment, repairs, and office furniture.
Supervise and coordinate office operations, including opening and closing procedures.
Serve as the primary information source for NAH activities; maintain calendars and email inboxes and respond to inquiries as needed.
Oversee the unit’s space reservation system.
Greet visitors, screen calls, provide general information, make referrals and appointments, disseminate office information and materials, and check out books and other resource materials.
Coordinate unit projects, meetings, and conferences; represent NAH at meetings for the Director as needed, take minutes, or report back.
Assist the Director by signing documents or acting as proxy as needed, drafting initial responses, and composing correspondence and reports.
Maintain a calendar of operating or administrative commitments and notify the Director and affected staff of deadlines; attend meetings in the Director’s stead when needed.
Arrange complex university business travel and confirm related visits for staff, students, and guests.
Maintain comprehensive files and records, including confidential materials, in accordance with confidentiality, compliance, ethics, and FOIA requirements; create and update the NAH Policies and Procedures Manual per University Compliance.
Keep the workplace stocked and order office and kitchen supplies using I-Buy and P-Card; manage catering orders for NAH events.
Provide clerical support to staff and liaise between NAH and external entities.
Ensure facilities are in good working order and coordinate with Facilities & Services and others as needed.
Assist the Director with coordination of NAH events and programs on and off campus.
Perform other duties as assigned.