Office Support Specialist, Illini Union

Duties & Responsibilities

• Administrative Support
  • Provides administrative and office support to Directors staff, answers phones/directs calls, and prints/copies materials for meetings.
  • Screens calls and greets visitors. Takes messages and/or relays calls to appropriate departments. 
  • Manages the calendar for the Senior Associate Director for Retail Operations; scheduling appointments and meetings, answers phone, responds to routine inquiries.
  • Supports the Illini Union Shared HR team in developing interview itineraries, scheduling interviews, securing space for interview meetings including AV needs, tours, arranging candidate travel and lodging, etc.
  • Serve as clerical and technical backup for all meetings hosted by the Director’s Office leadership team.
  • Assists with special events for the Illini Union when needed.
  • Retrieve, sorts, opens, and distributes incoming mail/packages from the mailroom and prepares outgoing mail. Share, on a rotational basis, with other members of the support staff in the daily distribution of U.S. and campus mail. Backs-up administrative aide when needed for supplies and printing needs.
  • Maintain office supply inventory; order routine and special order office supplies as needed (iBuy, Amazon, etc.)
• Business Operations
  • Books travel (including transportation of any means and lodging) for Illini Union staff. Maintains receipts for reimbursement and reconciles trip and related expenses in Emburse.
  • Prepares travel in Emburse for staff as needed.
  • Makes purchases in iBuy and completes purchase order in Banner. Also makes purchases for the Facilities, Maintenance and Operations and staff using p/t card. Reconciles purchases in Emburse.
  • Keeps updated on travel guidelines and notifies the Illini Union team of current/changing rules and regulations so all remain in compliance.
  • Monitors and provides updates to website information to Shared AHW Marketing team.
  • Handles confidential information.
• Other duties as assigned.