Office Support Specialist - University Housing

University Housing Maintenance Facilities

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. Join a collaborative Facilities team that helps keep University Housing operations running smoothly by supporting purchasing, inventory, and administrative functions.

Explore our position advertisement here: (Use the "Apply for this Job" box below). . For more information regarding employment at University Housing, please visit our recruitment website at University Housing Recruitment .

Job Summary
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 are expected to foster a respectful, inclusive, and collaborative work environment.



Duties & Responsibilities


Purchasing

• 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 and process Merchandise Received Reports (MRs) for Housing Facilities purchases and maintain accurate records of departmental purchasing and fiscal transactions using University systems, including Banner and iBuy (purchasing software).
• 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 (inventory software) and TMA (workorder management software), 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…