Office Support Specialist - Office of Access and Engagement, Graduate College

Office Support Specialist

Office of Access and Engagement, Graduate College

University of Illinois Urbana-Champaign
Join our team as an Office Support Specialist in the Office of Access and Engagement at the Graduate College. We are seeking a detail-oriented and highly organized individual to fill this role. This full-time, permanent Civil Service position plays a vital role in keeping things running smoothly, organizing key programs, and helping create meaningful experiences for the campus community. If you enjoy helping others, staying organized, and being at the heart of a busy, purpose-driven office, this is a great fit. This position provides comprehensive administrative and operational support to the Office of Access and Engagement within the Graduate College and occasionally assists with broader Graduate College Programs. The Office Support Specialist engages prospective graduate students, current graduate students, staff, and faculty to promote the unit's goals and objectives. Duties & Responsibilities -

Administrative and Fiscal Support:

• 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.

Program Support:

• 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.

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 year (12 months)
* Associate's Degree (60 semester hours) equals eighteen months (18 months)
* 90 semester hours equals two years (24 months)
* Bachelor's Degree (120 semester hours) equals three years (36 months)

B. Work experience performing office/clerical activities, including the use of computer systems.

3. One year (12 months) of work experience comparable to the second level of this series.
Preferred Qualifications -

• Prior experience working at an institution of higher education.
• Experience interacting directly with graduate students and faculty.
• Experience working with Banner, Webtools, and Slate.

Knowledge, Skills and Abilities -

• Excellent communication skills
• Excellent interpersonal and organizational skills
• Microsoft Office applications and Google Workspace tool skills.

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position. The expected start date is as soon as possible after the close of the search. The collective bargaining agreement sets a wage of $42,872.70/annually. 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 .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on March 25, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. For full consideration, application materials should include a cover letter, current resume (including month/year employment dates), contact information for three professional references, and proof of licenses and degree(s) if applicable. Please ensure your resume highlights your qualifications/experience for this position. This may include professional, academic, volunteer, or other applicable experience that aligns with the responsibilities and requirements of this role.

In order to be considered as a transfer candidate, you must apply for this position. 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 Laura Williams at [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

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 : 1035592

Job Category : Administrative Support

Apply at: