Graduate Program Assistant - Department of Chemistry

College of Liberal Arts & Sciences

Job Summary

Duties & Responsibilities

• • Evaluates large volume of applications to Chemistry Graduate Program.
  • Conduct initial review of applications, calculate and convert GPAs, and determine if applicants meet departmental and university application requirements.
  • Annotates applicant files for Admissions Committee’s final consideration regarding offers to prospective students.
  • Prepares offer letters and other official admissions related communications, to be distributed to prospective students, faculty, and staff.
  • Coordinates appropriate levels of financial support with authorized staff and notify applicants of formal offers.
  • Processes student acceptances, transfers, deferrals, program changes, application rejections and offer declinations.
• • Serves as designated contact for graduate student group purchase needs, ensuring adherence to approved budgets. Assists Associate Director with student support budget analysis.
  • Coordinates student travel awards, including funding, travel reservations, conference registrations and expense reimbursements.
  • Coordinates with Associate Director to establish guidelines for recruiting expenditures. Initiates entry of graduate fellowship payment requests and tracks to ensure completion.
• • Develops and implements graduate student outreach initiatives for community building and retention efforts.
  • Coordinates and attends graduate program events. Includes student orientations, student appreciation weeks and various special gatherings throughout the year to promote engagement and foster connections.
• • Provide authoritative information to applicants and prospective students via phone, email and website updates regarding admissions requirements.
  • Provide university resources for housing, facilities, activities, and financial matters.
• • Serves as staff liaison to the Graduate Admissions Committee.
  • Advises Committee Chair of admissions policies, deadlines, and financial guidelines.
  • Track and report admissions, statistics for consideration by Committee Chair and Department Head.
  • Facilitate Chemistry Graduate Admissions Committee meetings. Prepare and present materials such as: fiscal and statistical reports, and other ad hoc requests for various internal and external stakeholders.
• Attend relevant meetings and trainings. Other duties as assigned, to further the mission of the Department.

Required Qualifications

1. Bachelor’s degree
2. One year of work experience in academic programs, administrative support, customer service, or closely related field.

Successful candidates will have:

• Ability to exercise initiative, confidentiality, discretion and sound judgment.
• Effective time management and organizational skills.
• Ability to establish and maintain professional and cooperative relationship with faculty, staff and students.
• Commitment to creating an inclusive environment.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
• Knowledge of basic math and its application, as needed
• Skill in communicating accurately and effectively for the needs of faculty, staff, students and visitors.
• Ability and initiative to pursue relevant training.

Appointment Information

This is a 100% full-time Civil Service 5001 - Program Assistant position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline. The collective bargaining agreement sets a range of $42,802.50 to $63,648.00 for this classification. The budgeted salary range for the position is $49,000 to $51,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. 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 January 5, 2026. 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 lascollegehiring@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions — every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

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: 1033539
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu