Job Opening - Support Staff

Office Support Specialist - Athletics

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  • Work Department: Athletics
  • Class Title/Code: Office Support Specialist (3243)
  • Effective Date: Sep 22, 2021
  • Responsibilities:

    The responsibility of this position is to be the primary assistant to the Director of Athletics and to provide assistance to the Athletic Administration Staff.

    • Act as receptionist.  Answer four phone lines, screen and direct phone calls to appropriate persons. Assist walk-in student-athletes, parents, coaches, faculty, campus staff and administrative personnel, both in person and by phone. Screens calls and visitors' requests to talk with Director of Athletics to determine proper placement of requests and priority of requests for Director of Athletics.            
    • Prepare confidential and sensitive correspondence for the Director of Athletics, including contractual agreements, meetings, appointments, etc.
    • Provides Director of Athletics with signature file with items prioritized.
    • Schedules and maintains the online department calendars.
    • Prepare office forms, including travel vouchers and purchasing card reconciliation for the Director of Athletics.
    • Monitor and maintain an inventory of office supplies/stationery for department and submit orders to the Business Manager when necessary. Order office supplies for the department.
    • Manages scheduling of buses and vehicle fleet for Director of Athletics, administration, and athletic programs.
    • Take monthly copy count of two department copiers.
    • Receives monthly phone bills, distributes them to staff and files signed copies. Maintains confidential file on telephone authorization codes for all personnel in Athletics. Submits service requests, submits code requests, and investigates long distance use.
    • Responsible for all work orders/ services requests turned in for athletic department using Sprocket Program through Facilities Management.
    • Assists with planning of events, including Purple & Gold and Hall of Fame Banquet and ceremony.
    • Sorts incoming mail and distributes to appropriate personnel
    • Other duties as assigned by the Director of Athletics.
  • Required Qualifications:


    1. High school graduation or equivalent.
    2. One (1) year (12 months) of work experience comparable to the second level of this series.
    3. Any one or any combination of the following, totaling two (2) years (24 months) of experience in the categories below:
      1. work experience performing office/clerical activities, including use of computer systems
      2. college or university course work in any curriculum
        • twelve (12) semester hours = six (6) months
        • twenty-four (24) semester hours = twelve (12) months
        • thirty-six (36) semester hours = eighteen (18) months
        • forty-eight (48) semester hours = twenty-four (24) months
  • Starting Salary: $12.966/hr
  • Application Deadline: Oct 6, 2021

Employment - Information & Instructions

Complete an Employment Application online. Submit supplemental application materials, which may include transcripts, licenses, certifications, resume, and a copy of the DD214 (if applicable), via email to HR-Testing@wiu.edu.

All application materials are due in the WIU Human Resources Office no later than 4:30 p.m. the day of the application deadline.

Western Illinois University is an Affirmative Action and Equal Opportunity employer with a strong commitment to diversity and a non-discrimination policy that includes sex, race, color, sexual orientation, gender identity and gender expression, religion, age, marital status, national origin, disability, or veteran status.

For questions regarding the application process, please contact:

Human Resources Office
Sherman Hall 105
1 University Circle
Macomb, IL 61455

Phone: (309) 298-1971 ext. 1
Fax: (309) 298-2300

Email: HR-Testing@wiu.edu

Open: Monday – Friday; 8:00 a.m. – 4:30 p.m.