Office Support Specialist - The Career Center

University of Illinois Urbana-Champaign•Urbana, IL

12d•Onsite

About The Position

The Career Center is committed to empowering Illinois students through individualized coaching, meaningful opportunities, and lifelong career management skills. It uses a student-centered approach to provide exceptional service, evidence-based resources, and a collaborative, inclusive team environment. Through partnerships, continuous learning, innovation, and leadership, the Center advances student success and contributes to the University of Illinois career services community and the broader profession. The Office Support Specialist provides purchasing, event logistics, and professional search support, and maintains stakeholder information for The Career Center. The position coordinates operational purchasing, processes purchasing documentation and card transactions, submits facilities requests, supports staff searches and student employee onboarding, and maintains office procedures and records. It also coordinates logistics for events and programs, maintains schedules and documentation, prepares materials, provides on-site operational support, and helps with event-related payments and promotion. The role maintains contact and organization records and communication databases, and compiles information to support outreach, events, and office operations. Work is performed in an office environment with frequent interruptions and changing priorities. Periodic evening or early morning support may be required for events, career fairs, and special programs. Occasional movement within and between campus locations may be required. 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 6, 2026. The rate of pay is $22.426 per hour and is set by a collective bargaining agreement. The position is not eligible for work authorization sponsorship and is intended to be eligible for benefits.

Requirements

High school diploma or equivalent.
Two years (24 months) of qualifying education and/or office/clerical work experience using computer systems. College coursework counts toward this requirement according to the posting's stated conversion table.
One year (12 months) of work experience comparable to the second level of this series.
Strong customer service and interpersonal skills.
Excellent communication skills.
Strong organizational skills and attention to detail.
Ability to manage multiple priorities and meet deadlines.
Ability to interpret and apply established policies, procedures, and guidelines.
Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Teams.
Ability to learn and effectively use university systems and software applications.
Ability to maintain accurate records and documentation.
Ability to work independently and collaboratively in a team environment.
Ability to establish and maintain effective working relationships with students, employers, faculty, staff, and community partners.

Responsibilities

Coordinate purchasing for office operations and programs, including procurement of supplies, catering, and services; monitor inventory and maintain related records.
Process purchasing documentation and assigned P-Card and T-Card transactions in Emburse, including reconciliation, vendor communications, and order and delivery tracking.
Submit and monitor Facilities & Services requests for facility, maintenance, and operational needs.
Provide administrative support for professional staff searches, including scheduling candidate activities and maintaining search documentation.
Support student employee onboarding, including I-9 documentation and employment records.
Maintain office procedures, forms, templates, operational guides, and other administrative resources.
Provide backup support for the Career Resource Center, respond to routine inquiries, and direct visitors to appropriate staff, services, and resources.
Support documentation and recordkeeping related to user access and operational compliance requirements.
Assist with administrative projects and support activities as assigned.
Coordinate logistics for Career Center events, career fairs, workshops, meetings, and programs, including facilities, technology, catering, parking, supplies, and related needs.
Maintain event schedules, reservations, documentation, and communications with staff, campus partners, and vendors.
Prepare event materials and provide on-site support, including setup, registration, troubleshooting, and cleanup.
Process and maintain event deposit documentation, including preparing and delivering checks and other payments according to established procedures.
Collaborate with the marketing team on event promotion, communications, registration materials, and participant engagement.
Maintain stakeholder contact and organization records in Salesforce, Microsoft Lists, and office information systems, ensuring data accuracy and integrity.
Manage email distribution lists and other communication databases for outreach and engagement.
Maintain records of stakeholder interactions, partnerships, and engagement activities.
Compile contact lists, reports, and other data resources for events, communications, outreach, and office operations.