Office Support Specialist - Ten Academic Alliance

Office Support Specialist
Big Ten Academic Alliance
University of Illinois at Urbana-Champaign

The Big Ten Academic Alliance, the consortium of Big Ten universities headquartered in Champaign, IL and hosted by the University of Illinois Urbana-Champaign campus, is seeking an Office Support Specialist
.

The Big Ten Academic Alliance is at the forefront of higher education academic collaboration and focuses on advancing institutional excellence. We are seeking an Office Support Specialist who will provide essential administrative and operational support to the Finance and Operations (Fin Ops) team. This position will support meeting planning, accounting and transaction workflows, office operations, team scheduling, travel, data and systems maintenance, and other administrative projects that help the organization operate efficiently.

Big Ten Academic Alliance staff are employees of the University of Illinois and receive employee benefits. We are dedicated to creating an inclusive and diverse community that values and celebrates the unique contributions of everyone and will contribute to the creation of a welcoming and supportive environment for all.

A successful Office Support Specialist will be organized, service-oriented, accurate, and comfortable managing multiple administrative workflows. The position will work closely with the Fin Ops team and other staff to keep transactions, meetings, communications, and routine office processes moving in a timely and effective manner.

Finance and Accounting Support

• Process deposits, including ACH and remote deposits, and support sweep activities.
• Manage Contracts, Receivables, and Payables tickets/workflows and respond to items as appropriate.
• Process and pay invoices with supporting documentation within the Illinois payables system.
• Monitor and triage the Accounting Department helpdesk.
• Maintain the accounting system chart of accounts, including crosswalks to the University of Illinois accounting system and maintain monthly reconciliations.
• Use organizational P-card and T-card resources as required and reconcile applicable transactions in the University systems.
• Update knowledgebase articles, process instructions, and process maps as needed.
• Responsible for coordinating financial exception programs, including proactively drafting and routing annual exception renewals for signature.

Meeting and Event Support

• Coordinate with venues to obtain contracts and support meeting logistics.
• Plan meals and confirm logistical details before meetings.
• Draft meeting registration pages, agendas, and post-meeting surveys.
• Track meetings or event swag, including items previously distributed and items still needed.
• Coordinate thank-you gifts following meetings when appropriate.

Fin Ops Team Support

• Serve as the primary meeting scheduler for the Fin Ops team.
• Provide administrative support for contracts, including routing documents for signature, and maintain related contract metadata.
• Coordinate team travel support, including flights, hotels, conferences, and related arrangements.
• Draft surveys and forms for a variety of team needs.
• Complete minor website updates and maintain CRM information.
• Check and validate data points used for various metric publications.
• Provide administrative support for ad hoc projects and other team priorities.

Audit Support

• Prepare and coordinate confirmation letters.
• Provide administrative assistance with audit schedules and related documentation.

General Office Support

• Responsible for office supply inventory.
• Sort and distribute incoming mail and packages.
• Provide other administrative and operational support as assigned, including participation in the administrative team.