Office Support Specialist

Office Support Specialist - Facilities & World Language Teacher Education, SLCL

The School of Literatures, Cultures & Linguistics is searching for an Office Support Specialist who will be responsible for support functions in the Facilities Office (50%) and the World Language Teacher Education Program (50%) at the School of Literatures, Cultures and Linguistics (SLCL).

Duties & Responsibilities

Facilities Support

• Order SLCL equipment for departments. Keep records of ordered equipment. Send SLCL Facilities Coordinator required information for equipment purchased for inventory. Distribute Equipment Loan forms and Appliance Request Forms as needed. Submit ATLAS tickets for equipment as needed.
• Maintain school key inventory and distribute keys to faculty/staff as instructed by facilities operations coordinator. Report any key issues to SLCL Facilities Coordinator.
• Monitor SLCL Facilities email and reply as needed if pertaining to office support duties. Submit ATLAS ticket as needed for conference rooms and classroom IT support. Monitor Literatues, Cultures and Lingusitics Building (LCLB) atrium tables and tables on each floor of LCLB including giveaway bookshelf.
• Designated contact for copier operations. Maintain copiers, schedule maintenance/repair, and order copier supplies. Generate departmental charges for supplies and submits to business office.
• Prepare office nametags and mailbox labels as needed. Assist the SLCL Facilities Operations Coordinator in preparing offices for new faculty, staff, and teaching assistants.
• Assist with being Floor Coordinator for Building Emergency Access Plan (BEAP). During emergencies helps with coordination of evacuation of building, as requested.
• Other duties as assigned by Facilities Operations Coordinator.

World Language Teacher Education Program Support

• Primary office support for World Language Teacher Education Program (WLTE): receptionist, answer phone calls, respond to electronic messages and general inquiries, receive, respond, and route mail appropriately. Monitor and update master calendar. Assist the Director with communications with various external entities. Regularly communicate with each of the various departments in SLCL to make sure that students are in the correct path to receive their teaching certification.
• Maintain the unit's confidential records and files: generate, collect, and maintain documents and evaluations critical to ongoing operations for the WLTE program. Prepare, submit, and maintain periodic forms. This includes frequent follow up and communication with units outside of the university.
• Maintain the WLTE database for record keeping: collaborate with the Council on Teacher Education (CoTE) office to update and input data for the CoTE Intranet website. Retrieve reports from this database to assist the Director in monitoring candidate progress through all State of Illinois requirements for teacher certification.
• Organize meetings of the World Language Area Committee. Assist the Director in taking minutes and distributing materials for the meetings.
• Maintain the Director's calendar and prepare materials accordingly. Coordinate logistical arrangements relating to conferences, meetings, and travel for the Director. Sign documents for the Director, as requested.
• Update and maintain the WLTE website and social media channels.
• Complete day-to-day financial processes such as collecting, reviewing, and preparing travel reimbursements, purchases, and event planning for the Director and other WLTE staff.
• Maintain display area, schedule and monitor certification exams for WLTE candidates.
• Other duties as assigned by the WLTE Director.

Required Qualifications

PER SUCSS Class Specification High school diploma or equivalent. Any one or combination totaling two (2) years (24 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) 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) Work experience performing office/clerical activities, including the use of computer systems. One (1) year (12 months) of work experience comparable to the second level of this series.

Successful Candidates Will Have

• Ability to communicate effectively with others
• Ability to professionally interact with diverse internal and external constituents, including students, faculty, staff, and parents
• Commitment to creating an inclusive environment
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines
• Ability to easily and quickly pivot from one task to another and stay organized
• Effective time management skills
• Ability to maintain confidentiality in all business matters
• Working knowledge of grammar, spelling, and punctuation
• Ability to use Microsoft Office Suite, including Word and Excel

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $42,872.70. Hybrid work options may be available for this position after an initial on-site training period, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University's Workplace Flexibility policy. Sponsorship for Work Authorization is not available for this position.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Thursday, October 9th, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume, and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact lascollegehiring@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

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, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1032831 Job Category: Administrative Support