University of Illinois
Office Support Specialist - Illinois Global Institute
University of Illinois, Urbana, Illinois, United States, 61801
Office Support Specialist - Illinois Global Institute
The Illinois Global Institute is searching for an Office Support Specialist to provide a wide variety of office support tasks to the Directors and staffs of the two Centers and support for the teaching, research, and engagement activities organized by and relevant to the two Centers. 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 IGI and CLACS 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 IGI and CLACS 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 unit. Required Qualifications
High school diploma or equivalent. Any one or combination totaling two (2) years (24 months) from the categories below: 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) Work experience performing office/clerical activities, including the use of computer systems. One (1) year (12 months) of work experience comparable to the second level of this series. Successful Candidates Will Have
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 the deadline 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. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. Hybrid work options may be available for this position after an initial on-site training period, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University's Workplace Flexibility policy. Sponsorship for Work Authorization is not available for this position. Application Procedures & Deadline Information
Applications must be received by 6:00 pm (Central Time) on Monday, August 18th, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume, and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. 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 lascollegehiring@illinois.edu. For questions regarding the application process, please contact 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. The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants. 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 accessibility@illinois.edu. Requisition ID: 1032018 Job Category: Administrative Support
The Illinois Global Institute is searching for an Office Support Specialist to provide a wide variety of office support tasks to the Directors and staffs of the two Centers and support for the teaching, research, and engagement activities organized by and relevant to the two Centers. 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 IGI and CLACS 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 IGI and CLACS 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 unit. Required Qualifications
High school diploma or equivalent. Any one or combination totaling two (2) years (24 months) from the categories below: 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) Work experience performing office/clerical activities, including the use of computer systems. One (1) year (12 months) of work experience comparable to the second level of this series. Successful Candidates Will Have
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 the deadline 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. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. Hybrid work options may be available for this position after an initial on-site training period, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University's Workplace Flexibility policy. Sponsorship for Work Authorization is not available for this position. Application Procedures & Deadline Information
Applications must be received by 6:00 pm (Central Time) on Monday, August 18th, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume, and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. 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 lascollegehiring@illinois.edu. For questions regarding the application process, please contact 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. The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants. 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 accessibility@illinois.edu. Requisition ID: 1032018 Job Category: Administrative Support