Office Support Specialist – Department of Statistics – College of LAS

Office Support Specialist – Department of Statistics – College of LAS

University of Illinois Urbana-Champaign

Job Summary

The Department of Statistics is searching for an Office Support Specialist to assist with the financial and administrative activities of the department and to provide support for departmental operations.

Duties & Responsibilities

• Travel & Reimbursements:
• Primary contact for department purchases and travel reimbursements. Prepare and process various university business documents and travel reimbursements for allowable expenditures incurred by faculty, staff and students in the department and by non-employee visitors to the department. Review and analyze forms and documents to determine adequacy and acceptability of information provided. Communicate directly with faculty, staff, student and visitors to obtain information, answer questions, and address issues from initial request through successful completion of transactions
• Process vendor payments/invoices, miscellaneous expense reimbursements, student payments, scholarships, awards, honorarium, cash/program advances, vendor payments, non-employee payments and foreign national payments. Processes payments in accordance with University policy. Reviews and completes payments with accuracy and in a timely manner.
• Assists with purchasing qualified travel expenses (airfare, hotel, train, etc.), business meals and catering for faculty, staff, students, and Departmental guests using the Travel Card (T-Card) as a departmental cardholder or iTravel as a travel arranger. Performs all required functions in Chrome River.
• Assist Events Coordinator with visitor itinerary, forward schedule to stakeholders in a timely fashion.
• Review departmental pre-approvals based on University allowability; track and coordinate appropriate back up documents based off the pre-approval (conference programs with proof of presentations, comparable flights, etc.)
• Reconcile Pcard & Tcard transactions for business office.
• Purchasing & Finance:
• Coordinate departmental office supply needs; submit requisitions thru iBuy, Amazon Business, P-card and/or T-card; making sure to follow all university rules and regulations on purchasing.
• Work with administrative staff to track departmental equipment needs (computer, laptops, etc.); purchasing departmental equipment, working with the Facilities Coordinator to get the equipment added to the department’s inventory.
• Assist event staff with processing event purchasing needs (room reservations, catering, a/v, etc.). Coordinate with vendor for event are in the system and that all paperwork is submitted in a timely manner and payment is processed.
• Assist Marketing Office with the purchase of departmental swag items for both the undergraduate office, corporate relations and events.
• Assist with processing check deposits, journal voucher and credit card payments received on behalf of the unit, including Illinois Statistics Office payments, Career Forum payments, reimbursements, sponsorships, overpayments, etc.
• Assist with monthly reconciliation process by downloading monthly reports, organize reports, obtaining back up for reconciliation process. Print monthly F&S vouchers and Illini Union Voucher for monthly reports.
• Keep abreast of changing policies and procedures for travel, reimbursements & purchasing (from OBFS, SPA, etc.)
• Departmental Responsibilities and Duties:
• Acts as the main point of contact for the business office; determine needs and personally handle routine inquiries, request and problems and directs persons to appropriate personnel.
• Maintains department faculty email lists.
• Purchasing authority up to $9,999 with P-card, T-card or thru I-Buy & Banner
• Backup business office staff when needed.
• Other duties 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)
  1. Associate’s Degree (60 semester hours) equals eighteen months (18 months)
  2. 90 semester hours equals two (2) years (24 months)
  3. 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 effectively multi-task and stay organized
• Effective time management skills
• Attention to detail
• Ability to exercise initiative, confidentiality, discretion, and sound judgment in all business matters.
• Working knowledge of grammar, spelling and punctuation.
• Ability to use Microsoft Office Suite, including Word and Excel.

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 The collective bargaining agreement sets a wage of $42,872.70.The pay offered to the selected candidate will be determined based on factors including (but not limited to) the experience and qualifications of the selected candidate including equivalent years in rank, training, and field or discipline, internal equity, and external market pay for comparable jobs. 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.

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 20, 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 Melissa Banks (mdbanks@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.

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.

Job Category: Administrative Support

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

Tagged as: Employment