Office Support Specialist - University Housing

Job Summary

Provides 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

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

• 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.

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.

Pay

$21.986/hr or $42,872.70 per year. 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.

Benefits

• Health, Dental, Vision, and Life Insurance
• Retirement Plan
• Paid Time Off
• Tuition waivers for employees and dependents