Office Support Specialist - University Housing

Office Support Specialist - University Housing

Provides purchasing, inventory, and administrative support for University Housing Facilities Operations. Helps track inventory, process purchases, maintain records, and support daily departmental operations.

• Assist Facilities Operations staff with purchasing products, supplies, materials, equipment, parts, and services needed for departmental operations by researching products, obtaining vendor quotations, comparing costs, and submitting purchasing requests using University purchasing systems.
• Reconcile standing purchase order vendor logs, packing slips, and purchasing documentation to ensure accuracy and compliance with University procedures.
• Reconcile purchasing card transactions for Housing Facilities staff members using Emburse Enterprise.
• Create and process Merchandise Received Reports (MRs) for Housing Facilities purchases and maintain accurate records of departmental purchasing and fiscal transactions using University systems.
• Work with vendors, accounting staff, University Payables, and departmental staff to resolve purchasing, invoicing, payment, and documentation issues.
• Maintain University Housing inventory and asset records in FABWeb and TMA, including transferring inventory data from internal truck log.
• Assign inventory numbers for new acquisitions and ensure inventory records are created and updated within established deadlines.
• Develop and maintain inventory history records and supporting files.
• Assist with Biennial inventory by preparing records, collecting updates, researching discrepancies, and updating databases.
• Research and resolve inventory discrepancies in collaboration with University Property Accounting and departmental personnel.
• Serve as administrative support for the Inventory Warehouse and Facilities Operations by answering routine questions, screening requests, and directing inquiries to appropriate staff.
• Review, distribute, and respond to incoming and outgoing mail daily.
• Create manual apartment touchups and turnover extensions as needed.
• Provide backup support to other Facilities Operations office support staff as needed.
• Perform other related duties as assigned.

Monday through Friday, 8:00 a.m. to 4:30 p.m. This position is performed on-site and is not a hybrid or remote position. Full‑time basis per UofI Workplace Flexibility policy.

• High school diploma or equivalent.
• Two (2) years (24 months) of experience combining college coursework and/or work experience performing office/clerical activities, including the use of computer systems.
• One (1) year (12 months) of work experience comparable to the second level of this series.

• Experience maintaining inventory, asset, equipment, or warehouse records.
• Experience using inventory, asset management, work order, or equipment tracking systems.
• Experience processing purchases, requisitions, purchase orders, vendor quotes, or non‑catalog purchases.
• Experience using Microsoft Excel to enter, organize, review, or reconcile data.
• Experience maintaining records, preparing reports, and resolving discrepancies in purchasing, fiscal, inventory, or operational data.
• Experience with University systems such as FABweb, TMA, Banner, Emburse Enterprise, or iBuy.

• Knowledge of office practices, administrative procedures, and records management principles.
• Ability to enter, track, maintain, review, and verify data with a high degree of accuracy.
• Ability to organize work, manage multiple priorities, and meet deadlines.
• Ability to follow written procedures and apply them consistently.
• Ability to identify, research, and resolve routine operational, purchasing, and inventory issues independently.
• Ability to communicate effectively and respond appropriately to others’ needs or concerns.
• Proficiency with Microsoft Office applications, particularly Excel.
• Extensive knowledge of spelling, grammar, punctuation, sentence and paragraph structure, and formatting.
• Ability to establish and maintain effective working relationships with staff, vendors, and campus partners.