Building Operations Assistant Jobs in Illinois (NOW HIRING)

Student Employment Administration & Office Operations:

• Administer functions that support Building & Front Desk Services, including student employment records, scheduling systems, hiring, and onboarding processes, training administration, personnel documentation, departmental communications, and office operations.
• Maintain accurate records and coordinate workflow to support the efficient operation of the Building & Front Desk Services unit.

Building Operations Administration:

• Coordinate administrative functions supporting Building Operations, including key and access management records, building documentation, inspection records, operational reporting, inventory records, vendor coordination, and other departmental administrative processes.
• Maintain accurate operational documentation to support safe and efficient building operations.

Professional Building Operations Coverage:

• Ensure continuity of operations by serving as the professional staff representative for Building & Front Desk Services during assigned afternoon, evening, and weekend hours.

• Exercise independent judgment to support building operations, provide guidance to student employees, resolve routine operational issues, respond to customer service concerns, and coordinate with campus partners to ensure continuity of operations during periods of reduced managerial coverage.

Building & Front Desk Services Operational Support:

• Coordinate the daily operation of Building & Front Desk Services by supporting front desk operations, student staffing activities, customer service initiatives, departmental projects, operational reporting, and implementation of departmental procedures.
• Collaborate with the Manager for ECS Building and Front Desk Services to promote consistent service delivery and operational continuity.

Facility Operations Support:

• Coordinate operational activities related to facility readiness, maintenance communication, safety documentation, Lost & Found administration, building inspections, and collaboration with campus partners including Facilities Management, Public Safety, and Housekeeping.

Cross-Functional Coordination:

• Serve as a cross-functional resource supporting the administrative and operational needs of Building & Front Desk Services and Facility Operations.
• Coordinate initiatives, facilitate communication between functional areas, and assist with departmental projects that require collaboration across multiple operational disciplines.
• Promote consistency in business practices, customer service standards, and operational procedures while helping ensure continuity of services throughout the University Union and West Village Commons.

This position requires a flexible schedule which includes evenings, weekends and occasional holiday hours based on department operational needs, special events and university programs.

Telework may be available for this position up to two days per week following the completion of 90 days of service in good standing.

Required Qualifications:

• High School Diploma or GED

• Three years of experience providing administrative support.

• Proficiency with Microsoft Office Suite and the ability to learn systems such as 25Live Room Scheduling, SubItUp Staff Scheduling, Smartsheet, Keywatcher, and Blackboard

General knowledge of and skill in the practical application of generally accepted office practices and procedures. Ability to communicate effectively both orally and in writing. Ability to proofread and edit written documents. Skill in various computer software packages, such as word processing, spreadsheets, database and presentation programs, Internet, email, and calendaring software. Ability to understand and follow oral and written instructions. Ability to interact effectively with internal and external parties in a courteous and efficient manner. Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.

Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

Preferred Qualifications:

• Bachelor's degree in business administration, Higher Education, Hospitality Management, Event Management, Recreation Administration, Public Administration, or a related field, or an equivalent combination of education and relevant experience.

• Experience in higher education, facility operations, event operations, building management, or a related operational environment.

• Experience coordinating or supervising student employees, part-time staff, or volunteers. 

• Experience with scheduling systems, record management, and administrative processes.