Office Support Specialist - Veterinary Medicine Administration

Veterinary Medicine Administration

Job Summary

Duties & Responsibilities

• Performs reception duties for the office. such as answering telephones and directing calls to appropriate staff members and greeting, directing and assisting students and visitors with their inquiries. Reviews incoming email. selects items and responds independently within scope of responsibility. Makes independent decisions regarding scheduling of appointments for Associate Dean as appropriate.
• Works with scheduling personnel to revise, updated, delete all clinical rotation information into clinical rotation scheduling system (E·value). Creates spreadsheets with student comments/suggestions for Colloquium session improvement. Assists faculty by entering OSCE Schedules into E·value. Creates spreadsheets for curricular evaluations of students. faculty and course content. Maintains student attendance records in Colloquium sessions and updates in eValue and determines when absence issues arise and provides reports to Associate Dean for resolution.
• Performs clerical duties such as, maintaining club lists, committees and organizations for posting on the College website. Processes letters of good standing and proof of student liability coverage while on off campus rotations. Compiles data for various reports as well as for special reports as requested by Associate Dean. Included are reports to college committee meetings, accrediting organizations. and other special reports.
• Provides assistance in the coordination of Masters/PhD commencement with college departments. Compiles thesis titles, verifies dissertation dates. Develops Masters/PhD portion of Commencement program. composes letters of explanation and provides direction with acquired knowledge of college procedures and policies while working within campus policies. Coordinates the scheduling, catering, program, and ticket distribution for annual While Coat ceremony.
• Types correspondence (original text and form letters) and special projects as requested by the Associate Dean. These letters would include letters of recommendation and letters of good standing, etc.5% - Provides assistance with additional events such as New Student Orientation, Blue Coat Ceremony, Admission Interviews, White Coat Ceremony, Commencement and other events as needed.
• Works with other office staff to verify class ranks and credit hours for graduation and licensure eligibility. Coordinates the submission of licensing examination requests (including corresponding with states outside of Illinois to confirm student status). Includes sending in ED forms (pre-graduation and post-graduation) to Illinois licensing agency.
• As one of several office staff, assigns lockers for new and current students and maintains locker assignments in Excel spreadsheet, oversees lockers for facility repair; resolves locker issues with students. staff and faculty.
• Other duties as assigned.

Additional Physical Demands

Minimum Qualifications

1. High school diploma or equivalent.

2. Any one or combination totaling two (2) years (24 months) from the categories below:

A. 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)

B. Work experience performing office/clerical activities, including the use of computer systems.

3. One (1) year (12 months) of work experience comparable to the second level of this series.

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. The collective bargaining agreement sets a wage of $21.555. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. Sponsorship for work authorization is not available for this position.

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 July 10, 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 szoch@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.

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: 1031351
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu