Office Support Specialist- Chemistry

Office Support Specialist
Department of Chemistry

University of Illinois at Urbana-Champaign

Job Summary

To provide office support for the operations and staff of the Department of Chemistry Administrative Office.

Duties & Responsibilities

• Independently receives and screens visitors, phone calls, and email inquiries related to the Department of Chemistry. Exercises professional judgment when escalating inquiries to the Department Head or relevant staff as needed. Initiates contact with relevant resources to obtain or clarify information. Provides authoritative answers and information based on campus and departmental policies and procedures.
• Answer calls and email inquiries regarding Chemistry graduate admissions, including program admission requirements and decisions. Provide authoritative information to applicants and prospective students on university facilities, activities, housing, and financial concerns.
• Coordinates logistical arrangements for Department Head, staff and guest travel; independently initiates travel reservations, conference registrations, expenditure reimbursements and travel advances. Assists with guest itinerary preparation.
• Assists with departmentally-sponsored event coordination. Includes lectures, retreats, workshops, ceremonies, meetings, meals and receptions. Logistical coordination for these events includes space planning, catering reservations, agenda communications, and on-site assistance with various tasks to support successful events.
• Prepares and disseminates departmental correspondence as needed using independent judgment. Performs and reviews data entry in various systems, including handling confidential information. Implements procedures to comply with record retention policies. Maintains large volume of electronic files and records, including converting physical documents to electronic files, organizing network file system, and oversight of confidential shredding & recycling.
• Independently initiates expenditures for the Department’s needs using a P-card, T-card or purchase order systems. Applies professional judgement to determine the business justification of requested expenditures, as well as the appropriate funding source. Maintains records of financial transactions on various operational accounts
• Distributes and prioritizes mail to Department Head and staff based on topic and urgency. Secures Department Head signature for various documents. Maintains departmental parking space schedule and initiates other space requests as needed. Other duties as assigned, to further the mission of the department.

Required Qualifications

Per SUCSS Class Spec:

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

• Knowledge of principles and processes for providing customer services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Ability to communicate accurately and effectively, as appropriate for the needs of faculty, staff, students and visitors.
• Ability to exercise initiative, confidentiality, discretion and sound judgment.
• Effective time management and organizational skills.
• Ability to set priorities to meet critical deadlines.
• Ability to establish and maintain professional and cooperative relationship with faculty, staff and students.
• Knowledge of computers and computer systems to enter data, or process information.
• Ability and initiative to pursue relevant training.

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. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $42872.70. Hybrid work options may be available for this position after an initial on-site training period, with the ability to be on-site at the University of Illinois UrbanaChampaign campus as needed per the University’s Workplace Flexibility policy. Sponsorship for work authorization is not available for this position.


For more information on Civil Service classifications, please visit the SUCSS web site at

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on March 26, 2026 . To apply for this position, please create a candidate profile at 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.

Applications not submitted through 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 [email protected]. 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

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.

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 [email protected].

Requisition ID : 1035346

Job Category : Administrative Support

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