Office Support Associate

Office Support Associate 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 https://www.sucss.illinois.gov/pages/classspec/default.aspx . This 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 transfer candidate, you must apply for this position.

Applications not submitted through https:

//jobs.illinois.edu will not be considered. This position requires residency in the state of Illinois within 6 months of hire . 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 Pam Steele pamw@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 :

1036046

Job Category :

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