University of Illinois Urbana-Champaign · 4 hours ago
Office Support Specialist - Graduate College
Urbana, IL
Full-time
Onsite
Entry Level
$43K/yr - $43K/yr
2+ years expThe University of Illinois Urbana-Champaign is seeking an Office Support Specialist for the Graduate College. This role is essential for providing administrative and operational support, engaging with prospective and current graduate students, and coordinating various office activities and events.
Higher Education
No H1B
Responsibilities
Serves as the primary point of contact for the office by screening phone calls, emails, and visitors; independently responds to routine inquiries and routes non-routine matters to appropriate staff
Reviews and manages incoming correspondence; responds to routine items and distributes remaining materials to designated staff
Drafts, formats, and maintains correspondence, reports, datasets, and other materials requiring knowledge of unit activities, procedures, and confidential information
Maintains calendars for the Assistant Dean and Assistant Directors; coordinates scheduling, notifies staff of deadlines, meetings, and changes, and supports meeting logistics
Establishes and maintains electronic and paper filing and record systems, including confidential student, program, and financial records
Coordinates unit meetings, programs, and events, including scheduling, preparation of materials, travel arrangements, and follow-up communication
Coordinates contracts with the Graduate College Budget Office and manages payments, reconciliations, and expense tracking through campus financial systems
Maintains program databases related to participant information, budgets, partnerships, cost-sharing, and expenditures; maintains records of unit expenses for regular and ad hoc reporting
Tracks program partnerships and associated costs to support planning, reporting, and compliance requirements
Researches, recommends, and orders office supplies and promotional materials in alignment with program and budget needs
Provides administrative coordination and operational support for recruitment, outreach, and engagement programs sponsored by the Office of Access and Engagement
Assists with planning and coordinating events, including arranging meeting and event space, equipment, catering, and logistical support
Serves as liaison with campus partners (e.g., Housing, Facilities, vendors) to coordinate room reservations, space assignments, and related budgetary information
Compiles, organizes, and distributes program materials, correspondence, and informational resources
Perform Other Duties As Assigned
Qualification
Required
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
Excellent verbal and written communication skills
Excellent interpersonal and organizational skills
Proficiency with Microsoft Office applications and Google Workspace tools
Benefits
Health
Dental
Vision
Life Insurance
A Retirement Plan
Paid time Off
Tuition waivers for employees and dependents
Company
University of Illinois Urbana-Champaign
The University of Illinois Urbana-Champaign is dedicated to building upon its tradition of excellence in education, research, public engagement and economic development.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Robert Whitmore
Co-Founder | Evolution & Impact of Societies in Africa | *EISA*
Shelley Giordano
Co-Founder Academy for Home Equity in Financial Planning University of Illinois
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