"Office Support Associate -- Gies College of Business"

Office Support Associate -- Gies College of Business

Gies Advancement

Job Summary

The Office Support Associate provides clerical and administrative support to the Gies College of Business Advancement team. This position works closely with the Corporate Engagement Team, Stewardship Team, the Senior Associate Director of Constituent Engagement, and other staff to ensure the smooth execution of advancement activities, events, and correspondence.

Duties & Responsibilities

• Administrative Scheduling and Support
• Maintain calendars and schedule meetings for Corporate Engagement Team and other staff as needed.
• Coordinate meeting logistics: room reservations, parking, virtual meeting links, and catering as needed.
• Prepare meeting materials and adjust plans as needed.
• Corporate Engagement Team Support
• Format, proofread, and finalize briefing summaries.
• Coordinate donor visit itineraries, ensuring timely and clear communication with the Dean's assistant.
• Provide support for virtual meetings, including prep emails, Zoom logistics, and follow-ups.
• Constituent Engagement & Stewardship Assistance
• Assist with office communications and individual correspondence.
• Proofread, format, edit, print, and distribute final copies of communications.
• Help track and update departmental processes.
• Database and Records Management
• Use the TED system to manage confidential information, update records, log interactions, and compile reports.
• Document corporate interactions and assist with donor and event tracking in Salesforce.
• Conduct alumni research using LinkedIn/Sales Navigator and other public tools.
• Can complete gift transmittal forms ensuring the timely deposit and receipt of donations/gifts received in the office.
• Reception and Office Coverage
• Serve as backup in managing the main office line, greeting guests, and handling routine inquiries.
• Sort and distribute mail; help triage incoming requests to appropriate staff.
• Digital Engagement and Office-wide Support
• Support digital engagement platforms and assist with communications and events.
• Provide backup coverage for other support staff in the advancement office.
• Other duties
• Perform additional tasks and special projects as assigned

Minimum Qualifications

1. High school diploma or equivalent.
2. Any one or combination totaling eighteen (18) months from the categories below:
3. A) College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
4. 30 semester hours equals one (1) year (12 months)
5. Associate's Degree (60 semester hours) equals eighteen months (18 months)
6. B) Work experience performing office/clerical activities, including the use of computer systems.

Knowledge, Skills and Abilities

• Strong interpersonal, written, and verbal communication skills
• Proficiency with Microsoft Office software
• Attention to detail, grammar, and proofreading
• Clerical skills such as accurate typing
• Ability to work independently, take initiative, and manage multiple priorities
• Knowledge of standard office procedures and professional email etiquette
• Knowledge of the University of Illinois systems, TED, and advancement operations
• Experience with LinkedIn, Sales Navigator, or similar research tools
• Basic graphic design or formatting skills for charts and proposals
• Knowledge of university voucher/payment systems

Appointment Information

This is a 100% full-time Civil Service 0846 - Office Support Associate 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 annual wage for this position is $38,391.60. Hybrid work options may be available for this position, 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.

For more information about Gies Business, visit https://inside.giesbusiness.illinois.edu/work-at-gies.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on September 19, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. 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 rgoben@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.