Office Support Specialist - University Housing

Office Support Specialist - University Housing
University Housing Maintenance Facilities

University Housing provides an essential element of the
Illinois experience, with hundreds of employees across seven units working
together to build and maintain safe, healthy and welcoming homes for our
residents. We value the many diverse voices, opinions, experiences and
identities of the Illinois community, and our commitment to diversity, equity
and inclusion is woven into each of our interactions, programs and decisions.

With 26 residence halls, three apartment complexes, nine
dining locations, multiple storage facilities, miles of sidewalk, a quad and so
much more to care for - our Facilities team has its hands full. University
Housing Facilities include maintenance, facility planning, engineering,
interior design and building service. Join a collaborative Facilities team that helps keep University Housing operations running smoothly by supporting purchasing, inventory, and administrative functions.

Explore our position advertisement here: https://go.illinois.edu/OSSAd. For more information regarding employment at University Housing, please visit our recruitment website at University Housing Recruitment.

Job SummaryProvides purchasing, inventory, and administrative support for University Housing Facilities Operations. Helps track inventory, process purchases, maintain records, and support daily departmental operations. Leverages accuracy, organization, sound judgment, and the ability to follow established procedures in working with staff, vendors, and campus partners. Uses University purchasing, inventory, and recordkeeping systems to support accurate documentation, timely follow-up, and effective daily operations. All University Housing staff are expected to foster a respectful, inclusive, and collaborative work environment.
Duties & Responsibilities

Purchasing

• Assist Facilities Operations staff with purchasing products, supplies, materials, equipment, parts, and services needed for departmental operations by researching products, obtaining vendor quotations, comparing costs, and submitting purchasing requests using University purchasing systems (standing purchase order, iBuy, etc.).
• Reconcile standing purchase order vendor logs, packing slips, and purchasing documentation to ensure accuracy and compliance with University procedures.
• Reconcile purchasing card transactions for Housing Facilities staff members using Emburse Enterprise (credit card expense report software).
• Create and process Merchandise Received Reports (MRs) for Housing Facilities purchases and maintain accurate records of departmental purchasing and fiscal transactions using University systems, including Banner and iBuy (purchasing software).
• Work with vendors, accounting staff, University Payables, and departmental staff to resolve purchasing, invoicing, payment, and documentation issues.

Housing Inventory Management

• Maintain University Housing inventory and asset records in FABWeb (inventory software) and TMA (workorder management software), including transferring inventory data from our internal truck log by adding new acquisitions, transfers, disposals, surplus items, and location changes.
• Assign inventory numbers for new acquisitions and ensure inventory records are created and updated within established State of Illinois and University deadlines.
• Develop and maintain inventory history records and supporting files.
• Assist with Biennial inventory by preparing records, collecting updates, researching discrepancies, and updating FABWeb and TMA inventory databases.
• Research and resolve inventory discrepancies in collaboration with University Property Accounting and departmental personnel.

Administrative Support for Inventory Warehouse

• Serve as administrative support for the Inventory Warehouse and Facilities Operations by answering routine questions, screening requests, and directing inquiries to the appropriate staff member when needed.
• Review, distribute, and respond to incoming and outgoing mail daily. Independently respond to inquiries within the scope of responsibility.
• Create manual apartment touchups and turnover extensions as needed.
• Provide backup support to other Facilities Operations office support staff as needed.
• Perform other related duties as assigned.

Work Schedule, Travel, or Other Job Expectations

Monday through Friday, 8:00 a.m. to 4:30 p.m. This position is performed on-site and is not a hybrid or remote position. This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility policy. Minimum Qualifications

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.

Preferred Qualifications

• Experience maintaining inventory, asset, equipment, or warehouse records.
• Experience using inventory, asset management, work order, or equipment tracking systems.
• Experience processing purchases, requisitions, purchase orders, vendor quotes, or non-catalog purchases.
• Experience using Microsoft Excel to enter, organize, review, or reconcile data.
• Experience maintaining records, preparing reports, and resolving discrepancies in purchasing, fiscal, inventory, or operational data.
• Experience with University systems such as FABweb, TMA, Banner, Emburse Enterprise, or iBuy.

Knowledge, Skills and Abilities

• Knowledge of office practices, administrative procedures, and records management principles.
• Ability to enter, track, maintain, review, and verify data with a high degree of accuracy.
• Ability to organize work, manage multiple priorities, and meet deadlines.
• Ability to follow written procedures and apply them consistently.
• Ability to identify, research, and resolve routine operational, purchasing, and inventory issues independently.
• Ability to communicate effectively and respond appropriately to others' needs or concerns.
• Proficiency with Microsoft Office applications, particularly Excel.
• Extensive knowledge of spelling, grammar, punctuation, sentence and paragraph structure, and formatting.
• Ability to establish and maintain effective working relationships with staff, vendors, and campus partners

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 close of the search. The
wage for this position is $21.986/hr per hour or $42,872.70. 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.

Sponsorship for work authorization is not
available for this position. 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 August 3, 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.

Candidate Documents

When submitting your application,
please submit a:

• Cover Letter
• Resume
• Names/Contact information
  for three professional references

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 University Housing Human Resources at careers@housing.illinois.edu. 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.

Learn about Champaign-Urbana, our campus and the community we hope you choose to live and
work in.

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 accessibility@illinois.edu.

Requisition ID: 1037501

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu