Office Support Specialist- Veterinary Medicine Administration
University of Illinois Urbana-Champaign
Office Support Specialist- Veterinary Medicine Administration
Vet Medicine Administration
Job Summary
Under general supervision from the Associate Dean, Associate Director, Assistant Directors and Office Manager, provide clerical duties in the College of Veterinary Medicine Office of Advancement.Duties & Responsibilities
- Project Coordination
• Primary coordination of the Companion Animal Memorial Fund
• Daily processing, printing, sending, and maintaining records of Companion Animal Memorial Fund, as well as stewarding clinics for additional giving
• Monthly reporting of Companion Animal Memorial Fund
• Management of student worker in fulfilling above activities, as well as additional support
• Investigation of Companion Animal Memorial Fund gifts and gift acknowledgements when requested by a donor, acknowledgement receiver, or Advancement team
• Understand how to navigate the 4D database in an effective and efficient manner to fulfill above activities - Office Support
• Greet visitors to the Office of Advancement in a professional, welcoming, and helpful manner
• See to routine office matters with initiative and clarity
• Answer Advancement phone line and respond to Advancement listserv email
• Routinely run crucial reports relative to the office, such as but not limited to Revenue Report Suite, EGAD Dashboard, and Custom Constituent Search
• Generate, print, and send needed acknowledgements for Advancement activity, such as but not limited to weekly acknowledgements of Associate Dean, monthly acknowledgements of Dean, and upon requested acknowledgements of Associate Dean
• Sort, distribute, and prioritize incoming mail through identification and selection of appropriate sources such as online directories
• Maintain calendars for Advancement Officers and staff, when necessary
• Create, update, revise, and retrieve documents, which may include confidential information
• Manage the office printer, including use for project coordination, ordering, and updating supplies, and scanning and sending documents to Advancement staff
• Provide support to Advancement-run events
• Understand how to navigate the Tracking Engagement Database (TED) in an effective and efficient manner for quick investigative requests of team members
• Assume Office Manager responsibilities upon his/her absence
• Enter and reconcile P-Card and T-Card transactions in Chrome River
• Manage all incoming gifts to the office, including logging, tracking and ensure accurate fund description and timely processing
• Maintains confidential data for 300,000+ donors in 4D and TED to ensure data integrity, donor trust, and effective fundraising operations. - Other
• Assist in planning, coordination, and execution of the Awards and Scholarships event
• Perform other duties as assigned by the Associate Dean, Advancement Officers, and Advancement staff
Additional Physical Demands
Physical demands are those which are normally associated with general office work performed in a secretarial position. Position may occasionally involve light lifting and errands. Because of the location within the Veterinary Medicine complex, persons may experience allergy discomfort from animal dander, hay and straw.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.
Preferred Qualifications
- Experienced with electronic software, including Microsoft Word, Microsoft Excel, Adobe Acrobat Pro (PDF), Microsoft PowerPoint, Chrome River, Banner, and TED
- Proficient with data entry and managing unit files, as well as creating, updating, revising, and retrieving files
- Experienced in processing financial transactions, including billing and receiving, preparing deposits and collecting receipts, and maintaining records of payments
Knowledge, Skills and Abilities
- Reliability with a strong work ethic
- Ability to carry out instructions
- Accuracy and attention to detail
- Ability to maintain confidentiality
- Ability to work well and communicate effectively with a wide variety of people and personalities
- Ability to work both independently and as a member of a team
- Ability to work efficiently and effectively with frequent interruptions
- Working knowledge of Word Office Suite, Word Perfect, TED, 4D, and other software programs
- Working knowledge of University policies and procedures
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 $42,872.70. 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 October 12, 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 Laura Smith (lssmith@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: 1033018
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu