Office Support Associate

Office of the Vice Chancellor for Finance and Administration

The Office of the Vice Chancellor for Finance and Administration at the University of Illinois Urbana-Champaign is seeking a detail-oriented and service-driven Office Support Associate to join our team. This full-time Civil Service position plays a vital role in coordinating facility requests for over 300 general university classrooms, lecture halls, and select outdoor spaces, supporting a wide range of campus activities beyond credit classes.

• Processes space requests for select classroom and outdoor facilities in accordance with departmental and campus policies related to facility use via an online reservation system (Ad Astra).
  • Identifies special needs and directs applicant to appropriate resources (e.g. special equipment, seating type, stages, etc.).
  • Recognizes risk factors and presents to supervisor if needed.
  • Finalizes and records reservations.
  • Communicates outcome of request with applicants and various campus units, including Facilities and Services, Student Engagement, Risk Management, the Division of Public Safety, and other applicable units, referencing appropriate policy guidelines.
• Performs primary intake duties providing information such as reservation policies and procedures.
  • Refers calls and emails to the appropriate sources for event information.
• Creates custom room availability reports for units such as Facilities and Services and Technology Services.
• Processes building hour change requests.
• Assists the Foellinger Auditorium and Campus Instructional Facility managers with reservations for space.
• Updates classroom and outdoor information in the scheduling database, AdAstra.

• 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).
• Work experience performing office/clerical activities, including the use of computer systems.

• Excellent attention to detail with the ability to juggle multiple tasks concurrently while remaining calm and pleasant.
• Ability to interact effectively and congenially, both in person and on the telephone, with a diverse group of people including faculty, administrative staff, students, and the general public.
• Good keyboarding skills and a working knowledge of general office procedures and office equipment.
• Knowledge of computers and an understanding of computer processes and output.
• Ability to become quickly familiar with the physical layout of the campus and its buildings, classrooms, and lecture rooms.
• Ability to develop a general knowledge of the 325 general purpose classrooms (capacity, physical layout of rooms, location in building, etc.) and reservable outdoor spaces.
• Ability to quickly learn the facility preferences and needs of the teaching departments and student activity programs.
• Ability to develop a good knowledge of existing facilities policies and how they apply when fielding requests or questions regarding use of space.

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 9/9/2026. The collective bargaining agreement sets a wage of $19.688 per hour ($38,391.60 annually). This position is not eligible for any type of sponsorship for work authorization.

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. The University of Illinois System provides a non‑discrimination statement, background checks, sexual harassment/misconduct disclosures, and employment eligibility reviews via 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, 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.