Office Support Specialist - University Housing

This position is performed on-site and is not a hybrid or remote position.

University Housing provides an essential element of the Illinois experience, with hundreds of employees across seven units working together to build and maintain safe, healthy and welcoming homes for our residents. We value the many diverse voices, opinions, experiences and identities of the Illinois community, and our commitment to diversity, equity and inclusion is woven into each of our interactions, programs and decisions.

With 26 residence halls, three apartment complexes, nine dining locations, multiple storage facilities, miles of sidewalk, a quad and so much more to care for our Facilities team has its hands full. University Housing Facilities include maintenance, facility planning, engineering, interior design and building service.

For more information regarding employment at University Housing, please visit our recruitment website at University Housing Recruitment.

Provides purchasing, inventory, and administrative support for University Housing Facilities Operations. Helps track inventory, process purchases, maintain records, and support daily departmental operations. Leverages accuracy, organization, sound judgment, and the ability to follow established procedures in working with staff, vendors, and campus partners. Uses University purchasing, inventory, and recordkeeping systems to support accurate documentation, timely follow-up, and effective daily operations. All University Housing staff foster a respectful, inclusive, and collaborative work environment.

• 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 (standing purchase order, iBuy, etc.).
• 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 (credit card expense report software).
• Create Merchandise Received documents (MRs) for Housing Facilities purchases. Maintain records of Facilities fiscal transactions on correct accounts, (including Vendor Log reconciliations and MR form submittals); utilizes BANNER, IBuy, Emburse Enterprise, and Microsoft Excel.
• Work with vendors, accounting staff, University Payables, and departmental staff to resolve purchasing, invoicing, payment, and documentation issues.
• Utilize Microsoft Excel to support purchasing and reconciliation activities, including sorting and filtering data, working with existing formulas, and identifying and correcting basic spreadsheet discrepancies.

• Maintain University Housing inventory and asset records in FABWeb (inventory software), TMA (workorder management software), and Microsoft Excel including transferring inventory data from our internal truck log by adding new acquisitions, transfers, disposals, surplus items, and location changes.
• Assign inventory numbers for new acquisitions and ensure inventory records are created and updated within established State of Illinois and University deadlines.
• Develop and maintain inventory history records and supporting files.
• Assist with Biennial inventory by preparing records, collecting updates, researching discrepancies, and updating FABWeb and TMA inventory 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 the appropriate staff member when needed.
• Review, distribute, and respond to incoming and outgoing mail daily. Independently respond to inquiries within the scope of responsibility.
• 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.

1. High school diploma or equivalent.

2. Any one or combination totaling two (2) years (24 months) from the…