Office Support Associate – University Housing

Office Support Associate – University Housing
University Housing Administration

Job Summary
Under the direction and guidance of the Administrative Assistant, provides reception duties and a variety of office support tasks that require knowledge of general office and departmental procedures and processes, including the operation of a variety of office equipment and the ability to use computer systems for word processing, databases, and other software packages. Assist other University Housing units with special projects, events, and programs. All University Housing staff will foster a respectful, inclusive, and collaborative work environment across University Housing. Duties & Responsibilities

Reception and Clerical

• Maintain confidential information received in strict confidence and exercise a reasonable degree of care to prevent disclosure to others.
• Screen calls and visitors; prioritize and escalate internal and external communications – respond to routine inquiries, requests and minor problems.
• Manage the University Housing Administration email box and coordinate responses (i.e., read, assign for response, follow-up for completion).
• Maintain displays, room usage and digital signage.
• Create room reservations.
• Review incoming mail and packages (retrieve, sort, read, distribute), and prepare outgoing mail.
• Assist with creation and review of general correspondence.
• Assist with calendar-related items (create, update, cancel). * Assist with meetings, conferences/events and travel arrangements.

Document & File Management

• Prepare, research, proof, save and archive printed and digital communications and information for unit operations.
• Assist in the maintenance of comprehensive files and record systems.

Department-Wide Operational/Coordination

• Provide assistance to all University Housing units for special projects, events and programs.
• Assist with the management of the University Housing vans (i.e., respond to general inquiries, assist with check-in/check-out process, submit maintenance requests).
• Coordinate University Housing jacket and t-shirt distribution for new staff (i.e., respond to requests, track inventory).
• Assist with the University Housing Driver Approval process (track, save, follow-up).
• Assist with the maintenance of departmental organizational charts (solicit updates, update documents, submit for posting to University Housing intranet).
• Serves as back-up for the University Housing Courier.

Purchasing

• Track, order and receive office supplies using purchasing systems (i.e., iBuy, P-Card, T-Card, Chrome River).
• Act as a delegate for Administrative Assistant and Administrative Aide for P-Card and T-Card transactions in Chrome River.

Perform other duties as assigned.
^{Minimum Qualifications}

1. High school diploma or equivalent.
2. Any one or combination totaling eighteen (18) months from the categories below:
   1. College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
   2. 30 semester hours equals one (1) year (12 months)
   3. Associate’s Degree (60 semester hours) equals eighteen months (18 months)
   
   

   Work experience performing office/clerical activities, including the use of computer systems.

^{Knowledge, Skills and Abilities}

• Ability to interact effectively with students, staff, and visitors with a broad range of perspectives and lived experiences.
• Knowledge of principles and processes for providing excellent customer service.
• Effective communication skills.
• Knowledge of the rules of composition and grammar.
• Knowledge of routine administrative and clerical procedures, systems and terminology related to word processing, managing files/records and other general office procedures.
• Knowledge of computers and computer systems (including hardware/software) to enter data or process information (i.e., Microsoft Office Suite, EMS, Kronos, Chrome River).
• Ability to work independently and pursue innovative ideas and solutions.

Work Schedule, Travel, or Other Job Expectations: The work of the position is performed in an office setting with high visibility and constant interruptions. Position may involve occasional travel to off-site locations as needed.
Appointment Information

This is a 100% full-time Civil Service 0846 – Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the search is completed with an anticipated start date of July 20, 2026. 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. The collective bargaining agreement sets an hourly wage of $20.082, or $39,943.80 annually.

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 June 30, 2026.
• When submitting an application, include a cover letter, resume and the names, phone numbers and email addresses for three professional references.
• 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 HousingAdmin@illinois.edu
• Sponsorship for work authorization is not available for this position.

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 accessibility@illinois.edu.

Requisition ID: 1036568
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

Tagged as: Employment