Office Support AssociateUniversity of Illinois Urbana-Champaign, IL • Urbana, Illinois, United States
Office Support Associate
University of Illinois Urbana-Champaign, IL
- Urbana, Illinois, United States
- Urbana, Illinois, United States
À propos
Strategic Communications and Marketing
At the University of Illinois Urbana-Champaign, telling our story at scale requires more than great ideas - it depends on strong operations. The Office of Strategic Communications and Marketing (StratCom) is looking for a detail-oriented professional who will play a critical role in supporting the day-to-day operations of the university's campus-level marketing and communications unit. By assisting with financial, purchasing, travel, and administrative functions, this position keeps resources aligned and work on track
Job Summary
Provide administrative and fiscal support for the Office of Strategic Communications and Marketing (StratCom) by financial, purchasing, travel, and administrative transactions and maintaining records in accordance with established university policies and procedures. Work is performed under general supervision with clearly defined policies, procedures, and escalation protocols
Duties & Responsibilities
* Fiscal and Financial Support
* Assist with reconciling Photography and News Bureau accounts and provides summary reports for review.
* Maintains online and paper records of expenditures, invoices, monthly statements, and supporting documentation.
* Establishes, maintains, and secures electronic financial records in compliance with university policies.
* Prepares required fiscal year-end reports and supporting documentation for review and submission, in accordance with established university policies and procedures.
* Prepares and processes invoices to campus departments and external clients for services provided by Video Services and Photography using established billing schedules and approved rates.
* Assists with financial transactions including journal vouchers, reimbursements, and related documentation.
* Prepares and tracks financial exception forms in accordance with established procedures.
* Purchasing and Procurement Coordination
* Coordinates purchasing activities with Purchasing, i-Buy, vendors, and other university administrative offices to ensure accurate documentation, compliance, and timely processing.
* Creates requisitions and processes online purchases for equipment, software, and supplies.
* Assists with identifying vendors and processing purchase transactions in accordance with updated purchasing procedures as directed.
* Authorized to process and route purchase transactions up to $25,000 for appropriate administrative review and approval, in accordance with established university policies.
* Travel, Conferences, and Logistics
* Coordinates logistical arrangements for staff attending professional conferences and meetings.
* Prepares and processes travel reimbursement vouchers in compliance with university travel policies.
* Inventory, Records, and Asset Management
* Assists with interdepartmental transfers and maintains accurate inventory records in FabWeb and Banner following established asset management procedures.
* Assists with surplus processing and ensures accurate asset records.
* Maintains monthly and annual subscriptions, periodicals, and professional memberships for the unit.
* Maintains current confidentiality agreements for all StratCom units.
* General Office and Administrative Support
* Places work orders with Facilities & Services (F&S) and Technology Services.
* Prepares packages and processes UPS/FedEx shipments.
* Provides general administrative and clerical support to ensure smooth daily operations.
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
* Microsoft Office applications, including Excel and Outlook skills.
* Knowledge of general office procedures and clerical practices.
* Strong communication skills, including editing and proofreading.
* Ability to communicate professionally with faculty, staff, students, administrators, and external clients on sensitive matters.
* Ability to exercise sound judgment and discretion when handling confidential information.
* Ability to prioritize multiple tasks, meet deadlines, and support concurrent projects effectively.
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 closing date. Salary is competitive and commensurate with qualifications and experience while also considering internal equity. The wage for this position is $39,159.90.
For more information on Civil Service classifications, please visit the SUCSS web site at position is not eligible for any type of sponsorship for work authorization.
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (Central Time) on Friday, May 8, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume (months and years of employment must be included), and names/contact information for three references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences.
In order to be considered as a
Compétences linguistiques
- English
Avis aux utilisateurs
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