Office Support Specialist - Ten Academic Alliance

Duties Responsibilities

• 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.

• 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.

• 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.

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

• 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.