Administrative Support Specialist

2 weeks ago

Champaign, Illinois, United States University of Illinois Full time


UNIVERSITY OF ILLINOIS FOUNDATION
is seeking a qualified candidate for the position of
Administrative Support Specialist

All applicants are encouraged to thoroughly review the following job responsibilities and qualifications before submitting their application.

The University of Illinois Foundation serves as the official fundraising and private gift-receiving entity for the University of Illinois.

It collaborates closely with alumni, faculty, staff, corporations, and foundations to develop fundraising initiatives that benefit the University.


The Administrative Support Specialist will provide essential clerical and operational assistance to the Office of Advancement Technology Services and Advancement Services departments.

This role involves close collaboration with the leadership team of the department, handling various administrative tasks, drafting communications, managing mail, coordinating schedules, and organizing meetings.

Additionally, the specialist will oversee expense tracking and management, preparing monthly reports that detail current and projected expenditures.

This position will work in partnership with multiple teams within the University of Illinois Foundation.

DUTIES & RESPONSIBILITIES:

  • Manage and coordinate daily appointments and meetings for the Office of Advancement Technology Services and Advancement Services departments.
  • Process purchase orders, invoices, and credit card transactions for the department. Oversee reimbursement requests and ensure adherence to financial policies. Assist in reviewing monthly budget reports to track departmental expenses. Arrange travel for department staff, including accommodations and transportation.
  • Create, maintain, and input data into various Foundation information systems to ensure accuracy and up-to-date information.
  • Monitor equipment inventory, software, and license management for UIF software programs.
  • Serve as part of the coverage team for the reception area, acting as the initial point of contact for visitors and guests. Efficiently manage incoming mail and courier deliveries. Provide backup support for food deliveries and maintenance of café equipment.

QUALIFICATIONS:

  • At least one year of relevant experience in an office environment, preferably in an administrative or clerical capacity.
  • Demonstrated strong customer service skills, ability to engage with diverse groups, and capacity to exercise sound judgment and adaptability in a dynamic setting.
  • Excellent organizational, interpersonal, written, and verbal communication skills, with a keen attention to detail and accuracy.
  • Proficiency in MS Office suite, particularly Word, and the ability to utilize advanced formulas and charts in Excel.

PREFERRED QUALIFICATIONS:

  • Bachelor's degree or significant experience in an office setting.
  • Familiarity with the University of Illinois Foundation and its administrative systems and procedures.
  • Experience in an Information Technology office, managing inventory, and tracking equipment expenses.
Competitive benefits package and compensation will be commensurate with experience. A comprehensive background check will be conducted as part of the hiring process.

Application Process:

For full consideration for the role, all candidates must complete an online application and include a resume. For further information regarding application procedures, please contact Foundation Human Resources.

THE
UNIVERSITY OF ILLINOIS FOUNDATION
IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER
Requirements:

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