Office Support Specialist, Undergraduate Studies - Department of Mathematics

Department of Mathematics

College of Liberal Arts & Sciences

Job Summary

Duties & Responsibilities

• Serve as point of contact for the Undergraduate Office.
  o Answer inquiries, requests and resolve issues received in-person, phone, or e-mail.
  o Understand when to consult and/or involve an academic advisor or Director of Undergraduate Studies.
  o Responsible for determining the appropriate contact in the Undergraduate Studies office and ensure accurate documentation is taken to forward to contact for resolution.
  o Serve as resource person for departmental faculty and staff regarding Math Undergraduate policies and procedures, directing inquiries to other department personnel as appropriate.
• Assist Administrative Aide with departmental convocation ceremony.
  o Assist with coordinating and executing the faculty cap and gown rental, distribution and return process.
  o Assist with the Convocation registration process for Math students, as well as ticket allocation and seating arrangements.
  o Ensure all ceremony participates are made aware of day-of logistics.
  o Assist with design, copy editing and production of Convocation programs.
• Assist advisors and other Undergraduate Office members on administrative and organizational tasks.
  o Provide administrative support in scheduling and calendar maintenance for the Director of Undergraduate Studies. When requested, prepare necessary materials or documents for Director’s meetings.
  o Upon the request of advisors/directors send e-mails to listservs of department’s undergraduate majors.
  o Receive, review and process completed course request forms.
  o Distribute appropriate forms and instruction sheets.
• Maintain materials and inventory for Undergraduate Studies Office.
  o Upon the direction of advisors/directors update Undergraduate advising sheets, form, distribution materials and folders to ensure accurate information is provided.
  o Maintain and update digital signage and in-office information to ensure proper information is displayed.
  o Maintain inventory and organization of supplies for the Undergraduate Office, submitting supply orders as necessary to the Math Business Office.
• Other duties as assigned

Required Qualifications

Per SUCSS Class Specification High school diploma or equivalent. Any one or combination totaling two (2) years (24 months) from the categories below: 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) Work experience performing office/clerical activities, including the use of computer systems. One (1) year (12 months) of work experience comparable to the second level of this series.

Preferred Qualifications

One year of experience in a related role.

Successful candidates will have:

• Awareness of, and sensitivity to, cultural and linguistic differences.
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.
• Ability to effectively multi-task.
• Ability to obtain working knowledge of FERPA, and of LAS and Mathematics undergraduate 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 after the deadline date. Salary is commensurate with experience. The collective bargaining agreement sets a wage of $42,872.70. 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 December 5, 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 math-hr@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

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: 1033272
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu