Jobs and Careers

Office Support Associate - University Housing

University of Illinois Urbana-Champaign

United Statesfull_timeVerifiedPosted 11 Jun 2026

💰 $39,944/yr($20,082/yr – $39,944/yr)

About the role

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

High school diploma or equivalent.
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.