Office Support Specialist-Illinois International

Office Support Specialist – Shared Administrative Services (Hybrid)
Illinois International – University of Illinois Urbana-Champaign

Illinois is a world leader in research, teaching, and public engagement. We serve the state, the nation, and the world by creating knowledge, preparing students for lives of impact, and addressing critical societal needs through the transfer and application of knowledge. Illinois is the place where we embrace difference. We embrace it because we value it. Illinois is especially interested in candidates who can contribute, through their research, teaching, and/or service, to the diversity and excellence of the Illinois community.

The University of Illinois Urbana-Champaign’s Vision 2030 Global Strategy is comprised of five key strategies that will support the university in realizing its vision to be the pre-eminent public research university with a global impact. Illinois International will directly support several activities and initiatives related to the global strategy in the coming years. Learn more about Vision 2030 Global Strategy .

Illinois International at the University of Illinois Urbana-Champaign is committed to promoting diversity, equity, and inclusion. As an international education organization that seeks to foster global learning and engagement, we actively strive to redress systematic injustices within our organization and foster positive contributions to our university and society. We do so by undertaking initiatives that foster belonging, enhance the competencies of our staff, and create greater access to resources and opportunities. Learn more about Illinois International’s initiatives related to diversity, equity, and inclusion .

Illinois International at the University of Illinois Urbana-Champaign has an opening for an Office Support Specialist.

Illinois International refers to the Office of the Associate Chancellor and Vice Provost for Global Affairs and Strategies, its shared services functions, and its reporting units. We are dedicated to supporting campus internationalization through administrative, academic, and programmatic services and initiatives. This position will be part of the Shared Administrative Services/Human Resources/Global Communication/Business Operations function. Learn more about Illinois International .

Primary Position Function/Summary:

Provide specialized administrative support to facilitate the efficient function of Shared Administrative Services (SAS) by handling a diverse range of administrative tasks within Illinois International to create a productive execution of events, operations, and inventory management.

Statement of Duties & Responsibilities:

Program and Event Coordination

• Support logistical coordination for Illinois International programs and events such as scheduling, venue reservations, and catering arrangements.

• Assist with the coordination of small trips for programs and events, managing transportation, event admission, and space reservations.
• Coordinate, create, and manage unit operations on projects, meetings, conferences including travel arrangements. Monitoring and expediting processes.
• Creates and manages materials for programs and events, ensuring participant needs are satisfactorily met.
• Provide customer service for effective event management for all program and event attendees.
• Review and process program applications, ensuring accuracy of data-entry and documentation compliance.
• Maintain and update academic records and files, including I-20 documents and other confidential or sensitive materials, while adhering to institutional policies and regulatory guidelines.
• Assist with on-site programs and events, as needed, providing direction and support until the successful completion of activities.
• Ensure accessibility and dietary needs are communicated effectively to relevant stakeholders.
• Collect and process program and event-related documentation for fiscal transactions.

Customer Service and Communication

• Deliver exceptional customer service experiences, including proactively identifying recurring customer service issues and suggesting communication improvements to enhance clarity and efficiency.
• Oversee unit e-mail inboxes and phone lines to promptly address basic customer inquiries, ensuring timely responses and guiding users to relevant resources as needed.
• Keep guides and materials current to facilitate the smooth handling of customer inquiries and streamline the resolution process.

Administrative Support

• Develop and document standardized procedures for key administrative functions, including travel coordination, expense reporting, applicant processing (IEI/GET), payment handling.
• Collaborate with IIP communication to facilitate updates on unit website.
• Provide internal and public-facing FAQs to enhance consistency and accuracy across the IEI website and office operations.
• Attend SAS, Intensive English Institute (IEI), and Global Education and Training (GET) staff meetings regularly and documenting minutes.
• Provide reliable support to supervisors in their absence or as needed.
• Assist in coordinating the onboarding process for new hires and ensure the effective execution of exit procedures.
• Provides support with assigning, reviewing, training, and monitoring work of unit support staff (student workers) as needed.
• Manage shared room and IEI calendars to ensure accurate scheduling of classes, meetings, and events.
• Organize and maintain the GET/IEI file systems in compliance with retention policies.
• Process incoming payments for programs and events from various sources efficiently.
• Process the Expense reporting, reimbursements, and Travel to reconcile expense reports and coordinate travel arrangements for conferences and delegations.
• Ensure compliance with university policies and budgetary guidelines for business expenses.
• Trains staff on expense reporting procedures, troubleshoot issues, and ensure timely reimbursements.
• Function as departmental purchaser using Pcard and Tcard.
• Performs cost analysis and product research; obtains quotes, independently procures supplies, and provides informed purchasing recommendations.

Inventory Management for Designated Building Floor Units

• Manage the purchase of products and services, comparing costs, and completing transactions with approved vendors.
• Track and oversee the inventory of office supplies, proactively initiating restocks and managing forms and publications inventory.
• Maintain efficiency by requesting re-orders and tracking all orders.
• Contribute to the maintenance of an organized and easily accessible inventory system, creating efficient operations for the office.
• Serve as Document Service contact for Illinois International.

Facilities and Emergency Coordination for Designated Building Floor

• Manage logistical arrangements for facilities and daily operations to uphold cleanliness and maintenance standards in public areas of the building.
• Coordinate the scheduling and updating of the ISB building directory to optimize organizational efficiency.
• Regular dissemination of emergency plan information and maintain up-to-date occupancy lists.
• Assume the role of floor coordinator for emergency planning and evacuation procedures, including distributing Building Emergency Action Plan (BEAP), ensuring prominent display of evacuation maps, and acting as a liaison between departments and constituencies, providing essential information and assistance during emergencies.

Required Qualifications:

1. High School graduation 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.

Preferred: (Successful candidates will have):

• Experience working in an office environment with strict and extensive regulations, policies, and procedures.
• Experience in event planning such as recognition lunches, receptions, and other public and participant events.

Knowledge, Skills, and Abilities (KSAs):

• Proficient knowledge of Microsoft Excel, Outlook, Word.
• Knowledge of team management software such as Microsoft Teams.
• Knowledge of clerical and office procedures, and activities.
• Command of grammar, spelling, and composition.
• Provide exceptional customer service, including excellent interpersonal skills to interact with faculty, staff, students, other University departments and vendors; and to greet domestic and international visitors to the office, including both domestic and international telephone calls.
• Ability to use independent judgment and discretion in determining priorities to meet frequent deadlines and handle staff, students, faculty, and program emergencies in a calm manner.
• Must have good judgment and be able to work independently.
• Ability to set priorities for projects assigned.
• Strong attention to detail, and ability to be organized and flexible in supporting program logistical needs.

Physical Demands, Work Conditions, and Travel Requirements

• Physical Demands ---Sedentary work. Some movement to deliver or retrieve materials around campus is necessary sporadically. Physical labor is involved, such as moving chairs, tables, transporting materials, etc. Position involves focusing and working in a busy, quickly changing environment filled with University of Illinois students and staff, community vendors, and international visitors coming and going.
• Work Environment---Work is performed within a typical office setting or off site as required during special assignments such as retreats, workshops, etc. Short-term travel may be required.

CAMPUS AND COMMUNITY:

The University of Illinois Urbana-Champaign is a comprehensive and major public land-grant university (Doctoral/Research University-Extensive) that is ranked among the best in the world. Chartered in 1867, it provides undergraduate and graduate education in more than 150 fields of study, conducts theoretical and applied research, and provides public service to the state and the nation. It employs about 3,000 faculty members who serve over 33,000 undergraduates and 17,000 graduate and professional students. More information about the campus is available at . The university is located in the twin cities of Champaign and Urbana (total population 226,000) in east-central Illinois, and is situated about 140 miles south of Chicago, 125 miles west of Indianapolis, and 170 northeast of St. Louis. The University and its surrounding communities offer a cultural and recreational environment ideally suited to the work of a major research institution. For more information about the community, visit: Living in Champaign-Urbana , Visit Champaign County , or Champaign County Chamber of Commerce .

APPOINTMENT INFORMATION:

This is a full-time 100% Civil Service 3243 – Office Support Specialist position appointed on a 12-month service basis. The expected start date is as soon as possible after the close date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $42,032.38.

Sponsorship for work authorization is not available for this position.

Civil Service employees may earn up to 28 days of vacation leave per year, depending on length of service. For more information about campus holidays , vacation leave , and sick leave .

Health insurance is available to employees (with the option to purchase coverage for spouse and dependents), required participation in State Universities Retirement System (SURS), with several options for participation in additional retirement plans. Learn more about employee benefits at the University of Illinois . Newly hired employees are covered by the Medicare portion of Social Security and are subject to this deduction.

The University of Illinois has is strong committed to work-life balance and family-friendly programs for faculty and staff: Work-Life Balance & Family-Friendly Programs and Other Work-Life Programs .

APPLICATION PROCEDURES & DEADLINE INFORMATION:
Applications must be received by 6:00 pm (CST) on 09/11/2025 . Apply for this position using the Apply Now button at the bottom of this posting. Please include application, cover letter, resume, academic credentials, and (3) professional references, including name, email, and phone number. Applicants are encouraged to specifically relate their background and experience to the requirements of the position as outlined above. Applications not submitted through this will not be considered. For further information about this specific position, please contact Illinois International Human Resources at [email protected] . For questions regarding the application process, please contact Illinois Human Resources at 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits .

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 accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing [email protected] .

Requisition ID : 1032444
Job Category : Administrative Support
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Illinois Human Resources
University of Illinois Urbana-Champaign
Personnel Services Building - MC 562
52 E. Gregory Dr.
Champaign, IL 61820
217.333.2137 | [email protected]
humanresources.illinois.edu