Office Support Specialist - Career Center

Office Support Specialist - The Career Center

The Career Center is committed to empowering Illinois students through individualized coaching, meaningful opportunities, and the development of lifelong career management skills. Guided by a student-centered approach, we strive to deliver exceptional service, provide evidence-based resources grounded in career and student development theory, and foster acollaborative, inclusive team environment. Through strong partnerships,continuous learning, purposeful innovation, and a shared commitment to leadership,we work to advance student success while serving as leaders within the University of Illinois career services community and the broader profession.

Job Summary

Provides purchasing, event logistics, and search support and maintains stakeholder information for The Career Center (TCC).

Duties & Responsibilities

• Administrative, Purchasing, and Search Support
  Coordinate purchasing activities for office operations and programmatic efforts, including procurement of supplies, catering, and services; monitor inventory levels and maintain related records.
  Process purchasing documentation and assigned P-Card and T-Card transactions in Emburse, including reconciliation, vendor communications, and tracking of orders and deliveries.
  Submit and monitor Facilities & Services requests to support routine facility, maintenance, and operational needs.
  Provide administrative support for professional staff searches, including scheduling, coordination of candidate activities, and maintenance of search-related documentation.
  Support student employee onboarding processes, including I-9 documentation and maintenance of required employment records.
  Maintain office procedures, forms, templates, operational guides, and other administrative resources.
  Provide backup support for the Career Resource Center, respond to routine inquiries, and direct visitors to appropriate staff, services, and resources.
  Support documentation and recordkeeping related to user access and other operational compliance requirements.
  Assist with administrative projects and support activities as assigned.
• Event Logistics Support
  Coordinate logistical arrangements for Career Center events, career fairs, workshops, meetings, and other programs, including facilities, technology, catering, parking, supplies, and related event requirements.
  Maintain event schedules, reservations, documentation, and communications with Career Center staff, campus partners, and vendors to support successful event operations.
  Prepare event materials and provide on-site operational support, including setup, registration, troubleshooting, and cleanup activities.
  Process and maintain documentation for event-related deposits, including the preparation and delivery of checks and other payments in accordance with established procedures.
  Collaborate with the marketing team to support event promotion, communications, registration materials, and participant engagement activities.
• Contact and Information Management
  Maintain stakeholder contact and organization records in Salesforce, Microsoft Lists, and office information systems, ensuring data accuracy and integrity.
  Manage email distribution lists and other communication databases to support Career Center outreach and engagement efforts.
  Maintain records of stakeholder interactions, partnerships, and engagement activities to support relationship management and program coordination.
  Compile contact lists, reports, and other data resources to support events, communications, outreach initiatives, and office operations.

Work Schedule, Travel, or Other Job Expectations

Work is performed in an office environment with frequent interruptions and changing priorities. Periodic evenings or early morning support may be required for events, career fairs, and special programs. Occasional movement within and between campus locations may be required to support events and operational activities.

Minimum Qualifications

1. High school diploma or equivalent.

2. Any one or combination totaling two (2) years (24 months) from the categories below:

A. 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)
- Associate’s Degree (60 semester hours) equals eighteen months (18 months)
- 90 semester hours equals two (2) years (24 months)
- Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)

B. Work experience performing office/clerical…