Office Support Specialist

Illinois Global Institute

University of Illinois at Urbana-Champaign

Job Summary

Duties & Responsibilities

• Responsible for ensuring all financial payments are executed in accordance with University business policies
  
  and completed within established timelines for payment. Become proficient in the TEM system, Chrome River,
  
  iBuy, My UI Financials, Contracts+, inventory, and various other University platforms required effective
  
  business operations.
• Work closely with assigned units' staff to ensure grant and or endowment funds are being spent in accordance
  
  with both University and federal and/or external grant requirements, and/or donor intent. Assist with issuing
  
  award letters to students, faculty, and external organizations regarding annual fund allocations. Demonstrate
  
  basic fiscal knowledge of budgets and maintains up-to-date filing system of required receipts and back-up
  
  documentation.
• Assist with the daily operation of the Centers, working closely with assigned units' staff; act as a confidential
  
  assistant in all matters; maintain calendars. Coordinate meetings including securing meeting space, preparing
  
  agendas, and recording and distributing minutes and notify individuals regarding committee appointments.
• Provide building operations support including managing key access for all twelve IGI departments, lock and
  
  unlock shared space, mange conference rooms reservation calendars, and serve as point of contact for
  
  building requests when needed.
• Coordinate, monitor progress of, and complete logistics, budget, travel arrangements: honoraria forms:
  
  reimbursement, room reservations, catering requests and other arrangements for events. Help arrange for
  
  speakers by issuing invitations to speak and following up on publicity details such as presenters' biographies
  
  and abstracts; assist with developing publicity and background materials.
• Receive and process confidential materials for fellowships, scholarships, and MA admissions (when applicable)
  
  as well as grant.
• Provide information to students, faculty, and departments and visitors.
• Serve as point of contact between students, faculty, visitors and the general public and Center Staff. Answer
  
  incoming phone calls and manages email accounts. Collect and prioritize daily postal mail and email. Respond
  
  independently to routine inquiries. Coordinate domestic and international shipping. Purchase supplies and
  
  equipment.
• Assist with hiring and supervisions of student employees (academic hourlies, graduate and research
  
  assistants).
• Have access to and maintain electronic programs related to admissions, course scheduling, inventory,
  
  purchasing and payroll.
• Attend and participate in campus meetings where appropriate and related to the incumbent's tasks
• Send out weekly email announcements and other event publicity announcements across campus, maintains database of faculty, students, staff institutions and other interested individuals. Process and disseminates course lists for courses related study of relevant region.
• Perform other duties as assigned to further the mission of the units

Minimum Qualifications

Per SUCSS Class Specs

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 months) from the categories below:
A. College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent:
-30 semester hours equals one (1) year (12 months)
-Associate’s Degree (60 semester hours) equals eighteen months (18 months)
-90 semester hours equals two (2) years (24 months)
-Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
B. Work experience performing office/clerical activities, including the use of computer systems.
3. One (1) year (12 months) of work experience comparable to the second level of this series.

Knowledge, Skills and Abilities

• Ability to communicate effectively with others.
• Ability to professionally interact with diverse internal and external constituents, including students, faculty, staff, and parents
• Commitment to creating an inclusive environment
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines
• Ability to easily and quickly pivot from one task to another and stay organized
• Effective time management skills.
• Ability to maintain confidentiality in all business matters
• Working knowledge of grammar, spelling, and punctuation
• Ability to acquire knowledge of activities and programs carried out in the Illinois Global Institute
• Ability to acquire knowledge of the University and College requirements, procedures, rules, and regulations
• Knowledge and ability to use BANNER, Chrome River, TEM, iBuy, Web Tools, My UI Financials, and inventory

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after 5/4/2026. Salary is commensurate with experience.


For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on May 20th, 2026 Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact [email protected]. For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions — every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [email protected].

Requisition ID: 1035825
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu