The Department of Natural Resources and Environmental Sciences (NRES) brings biological, physical, and social scientists together to identify, teach, and publicize solutions for the sustainability of urban, managed, and natural ecosystems from the local to global scale. Join the NRES Student Services team in supporting students tackling many of the world’s pressing environmental challenges.

Primary Function

Under supervision of the Student Services Coordinator, performs record keeping and administrative duties related to the academic programs in the Department of Natural Resources and Environmental Sciences (NRES).

Duties and Responsibilities

Graduate Program Record Keeping (25%):

· Know and implement current procedures and policies related to graduate students, particularly those of the Graduate College and International Student and Scholar Services (ISSS), as well as other College and campus offices.

· Provide support for both the on campus and online graduate programs, including certificates, M.S., and Ph.D. programs.

· Inform graduate students of policies and procedures related to degree progress and changes to academic status (petitions, withdrawals, course changes, etc.).

· Manage and record information related to the graduate program, such as applications, offers, advisors, fellowships granted, English Proficiency Interview (EPI), Grad Academy for College Teaching completion, Responsible Conduct of Research (RCR) certification, seminar enrollment, plans of study, research proposals and prospectuses, preliminary and final exam results, annual student evaluations, and student petitions.

· Coordinate nominations for Graduate College grants and awards, including verifying eligibility.

· Ensure necessary paperwork is complete to assign fellowships. Confirm appointees meet eligibility requirements to receive each fellowship.

Graduate Admissions (25%):

Verify submission and certify all application documents and ensure eligibility of recommended candidates, including department requirements.
Manage the notification process for students regarding admission decisions and offers. Confirm the accuracy of offer letters, including funding amounts.
Present answers to applicants' and admitted students' questions and resolve issues as needed.
Ensure completion of all admitted students through finalization of admission, enrollment, and visa application.
Collaborate with faculty and staff to organize and plan prospective student visit day and pre-semester newly admitted student orientation.

Graduation (20%):

Ensure thesis and dissertation committees meet Graduate College and Departmental requirements.
Review format of theses and dissertations.
Confirm departmental graduation eligibility requirements for graduate students on degree lists.
Direct students to information on the deadlines related to graduation processes.

Academic Program Support (15%):

Ensure entry of advisors for both undergraduate and graduate students, placement, and removal of advising holds, and entry of registration overrides in Banner.
Manage course waitlist for each semester in consultation with the Undergraduate Advising Coordinator.
Coordinate support of faculty, particularly the maintenance of a repository of current syllabi for all NRES courses, communicating textbook order procedures and deadlines to faculty, managing course final exam room scheduling, and assisting with creation of field course forms and managing resulting files.
Provide other support for undergraduate recruiting, advising, and teaching, as needed.

Communication Support (10%):

Manage the NRES Career Blog and Online M.S. Blog through Webtools.
Promote NRES student events and courses on social media, the Illinois app, digital boards, listservs, and the NRES undergraduate Canvas site.
Coordinate events and publicity for student service events and annual celebrations, such as National Transfer Student Week.
Communicate opportunities and requirements to graduate students.
Maintain listservs for various student and faculty populations.
Update membership in the NRES undergraduate Canvas site.

Department Support (5%):

Other duties as assigned in support of the department, including occasional backup support for departmental administrative functions in emergencies.

Qualifications

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 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.

Preferred Qualifications:

· Bachelor's degree.

· Ability to understand and apply University, College, and Departmental policies and procedures related to the administration of graduate programs.

· Experience working with academic records.

· Proficiency in Banner software, SLATE, and portal applications, such as Grad Records.

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 after the deadline date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Support Specialist classification is $42,032.38 ($21.555/hour). 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 August 18, 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 nres-hr@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: 1031778
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

Apply now

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