Office Support Specialist - NCSA

NCSA

Job Summary

Duties & Responsibilities

Administrative Support (60%):

• Serve as the first point of contact for staff, visitors, faculty, and students as needed.
• Maintain calendars for staff by scheduling and screening appointment requests in a timely manner.
• Attend meetings as requested to take minutes, review schedules, prioritize projects, and discuss
  activities.
• Prepare materials, files, and background information for meetings.
• Review incoming mail and respond to routine items independently, and distribute the remainder to the
  designated staff.
• Process reconciliations, invoices, and travel expenditures and reimbursements for staff.
• Assist with coordinating P-card and T-card purchases, including procuring items and equipment for
  employees, students, faculty, as requested.
• Coordinate and Maintain filing systems, records, update data as needed.

Travel and Event Support (25%):

• Coordinate all office support functions for travel and event support as requested.
• Coordinate meeting and event logistics for staff, such as securing space, scheduling venues, calendar
  invitations, registrations, arranging travel accommodations, preparing travel reimbursements, and
  collaborating with support staff for audiovisual, catering, or other needs, as applicable.

Communications Support (10%):

• Compose confidential and/or technical correspondence and reports requiring knowledge of the
  activities and procedures of the assigned groups, project/program offices, or affiliated centers, as
  requested.
• Review and disseminate communications and assist with promoting the visibility of assigned groups,
  project/program offices, or affiliated centers through web, print, multimedia, and emerging media.

Additional Duties as Assigned (5%):

• Serve as backup to other NCSA administrative support staff when designated by the Office Support
  Associate’s supervisor, including assisting with event coordination (name tags, making sure caterers are
  on time, setup & clean-up of events, etc.
• Perform other closely related duties as assigned to further the missions of NCSA and any assigned
  groups, project/program offices, or affiliated centers.

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

• 2 years of experience working at a university.
• 1 plus years of data entry and reporting.

Knowledge, Skills and Abilities

• Proficiency with Microsoft Office software.
• Excellent organization and communication skills.
• Ability to use independent judgment to make decisions.
• Strong attention to detail and the ability to prioritize.
• Sound judgment and discretion.

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 4/1/2026. The starting salary for this position is $42,872.70 annually. This position is not eligible for any type of sponsorship for work authorization.

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 Friday, April 10, 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 kiener2@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 accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu.

Requisition ID: 1035417
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu