Office Support Associate – Illinois Fire Service Institute

Office Support Associate – Illinois Fire Service Institute
Illinois Fire Service Institute
Are you ready to support the mission of Illinois’ premier fire training organization? The Illinois Fire Service Institute (IFSI) is seeking a Office Associate to join our team. As the statutory State Fire Academy for Illinois and the oldest continuous fire training institution in the United States, IFSI trains more than 60,000 first responders annually through hands-on, innovative, and research-driven education.

Position Summary:

This Office Support Associate position works closely with the Class Support team and visitors to IFSI. Duties include class scheduling, student registration, contract processing, and database maintenance, along with backup support for the statewide Cornerstone training program. The office assistant also serves as one of IFSI’s receptionists, directing visitors and calls to the appropriate staff.

Impact in Your First Year

At IFSI, we value our employees and provide resources to help you continually learn and grow. We foster a strong, collaborative community of people who are driven by their ability to make a difference. We will work hard to train the right candidate for success regardless of experience.

Within 3 months, you’ll:

• Become familiar with the vision, mission and operations of IFSI
• Meet stakeholders and understand the roll of class support
• Be comfortable in knowing “who to ask”

Within 6 months, you’ll:

• Have a basic understanding of our enrollment application, “Sparkey”
• Understand course delivery from start to close-out
• Comfort in fielding and/or redirecting questions
• Have built cordial working relationships with peers

Within 9 months, you’ll:

• Be autonomous in routine daily tasks
• Be comfortable in understanding assigned work and asking questions

Within 12 months, you’ll:

• Be autonomous in most aspects of the job description
• Comfort in answering routine questions
• Understand roll within Class Support, and IFSI
• Love your job

Duties and Responsibilities:

• Serve as administrative support to the Class Support team by completing general office duties such as keyboarding material for class proposals, contracts, and student records. Enter data into the IFSI database, maintaining data integrity across all transactions.
• Serve as backup support for the state-wide training program, Cornerstone, including student and Fire Department communications, instructor communications, course set-up and close out, and other related duties.
• With general supervision, assist with scheduling classes in the IFSI database including budget entry, student registrations, and process changes as they occur.
• Working with the team, act as a central receptionist for IFSI by directing visitors to appropriate personnel and site areas. Fielding phone calls from the direct IFSI phone line.
• Communicate with various state and national fire organizations, students, and IFSI staff regarding students’ certifications, written examinations, and continuing education hours.
• Check prerequisites for registered students to determine a student’s eligibility for attending a course. After the student’s eligibility has been determined, updating the student’s record to ensure the record is current.
• Generate fully executed class contracts by obtaining signatures and tracking contract progress and notifying class registrants of acceptance or waiting-list status.

Minimum Qualifications:

• High school diploma or equivalent.
• Any one or combination totaling eighteen (18) 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)
  
  
• Work experience performing office/clerical activities, including the use of computer systems.

Knowledge, Skills, and Abilities:

1. Basic understanding of general office procedures and practices, with attention to detail and accuracy.
2. Working knowledge of Microsoft Office applications (Word, Excel), email, and electronic calendar systems.
3. Good interpersonal and English language communication skills, with the ability to interact professionally with students, University staff, and outside contacts.
4. Ability to operate standard office equipment such as computers, copiers, and scanners.
5. Willingness and ability to learn internal databases and University-specific systems as needed to perform job duties.

Appointment Information

This is a 100% full-time Civil Service Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after October 4, 2026. Salary is commensurate with experience. The salary for this role is $39,159.90. This position is not eligible for any type of sponsorship for work authorization.

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 Friday, September 4, ,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 Keri Borchers, kerib@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.

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: 1037882

Job Category: Administrative Support

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

Tagged as: Employment