The Office Support Specialist provides administrative support to the department, assisting with mail distribution, supply ordering, scheduling, document processing, and event coordination. This position also serves as the department's front office receptionist and first point of contact for undergraduate students.

Duties & Responsibilities

Administrative Support

Maintains faculty, staff, and graduate student mailboxes; distributes U.S. and campus mail.
Maintains calendars for departmental conference rooms and equipment.
Provides general secretarial support to faculty and office staff, including faxing, preparing next-day air packages, scanning, and photocopying.
Orders standard office supplies for the department, as needed; orders non-standard supplies and equipment as requested by the supervisor.
Manages departmental key inventory and distributes office and building keys.
Collects syllabi from instructors each semester and maintains departmental syllabus files.
Updates and distributes the departmental directory each semester.
Schedules classrooms for departmental instructional and administrative use, including exams and special events.
Prepares and submits reimbursement invoices in the university system.
Manages all phases of Urbana-Champaign Senate elections for the department.
Provides support for departmental events.
Arranges employee travel and accommodations as needed.
Other duties as assigned to further the mission of the department

Front Office & Student Support

Serves as the primary receptionist for the department, answering phone calls, greeting visitors, and directing individuals to the appropriate office or contact.
First point of contact for undergraduate students.
Schedules undergraduate student advising appointments.
Serve as a purchasing card (pcard) and travel card (tcard) holder; orders office supplies; procures computer equipment, research supplies, and non-standard items as requested by faculty and the supervisor.

Required 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

Ability to communicate effectively with others
Ability to professionally interact with a broad range of internal and external constituents, including students, faculty, staff, and parents
Commitment to creating an inclusive environment
Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines
Ability to easily and quickly pivot from one task to another and stay organized
Effective time management skills
Ability to maintain confidentiality in all business matters
Working knowledge of grammar, spelling, and punctuation
Ability to use Microsoft Office Suite, including Word and Excel
Knowledge of and ability to use Emburse.

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 search close date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $42,872.70. Sponsorship for work authorization is not available for this position. This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University’s Workplace Flexibility policy.

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 February 20, 2026. To apply for this position, please create a candidate profile at https://jobs.illinois.edu, use the Apply Now button on the posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences.

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 stamm@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 must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

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 accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu.

Requisition ID: 1034628
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

Apply now

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