Office Operations & Scheduling Coordinator

University of Illinois Urbana-Champaign; Urbana (IL); On-site; USD 40,000 - 55,000; Full time

Job summary

University of Illinois Urbana-Champaign is seeking an organized administrative professional to support the Veterinary Teaching Hospital (VTH) front office and daily operations. The role involves greeting visitors, routing inquiries, and facilitating communications with faculty, staff, students, donors, and external guests.

Responsibilities include managing calendars, coordinating committee meetings, recording minutes, supporting budget and process improvements, and maintaining knowledge bases

Qualifications

• Prioritize excellent customer service and professional in-person presence.
• Ability to greet visitors, answer calls, route inquiries, and connect clients with appropriate resources.
• Strong organization and calendar management for multiple committees and meetings.

Responsibilities

• Maintain a consistent in-person presence in the VTH administrative office during business hours.
• Greet visitors, answer and route calls, and connect stakeholders with resources.
• Monitor shared calendars, distribute mail, and coordinate routine service requests.
• Provide accurate general information and refer non-routine questions to administrators.
• Order and maintain office supplies and coordinate routine service requests.
• Manage VTH administrative schedules and recurring meetings including board and committee meetings.
• Record minutes, distribute approved minutes, and maintain meeting records.
• Assist with scheduling, materials, and follow-up for committees; support QIC submissions tracking.
• Maintain VTH Director and Admin Team schedules, documents, and records.
• Coordinate onboarding and HR-related processes for new employees.
• Maintain confidentiality of financial, donor, personnel, and operational information.
• Assist with special events and administrative projects.

Skills

Customer service

Scheduling

Communication

Record keeping

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

KnowledgeBase systems

Job description

University of Illinois Urbana-Champaign is seeking an organized administrative professional to support the Veterinary Teaching Hospital (VTH) front office and daily operations. The role involves greeting visitors, routing inquiries, and facilitating communications with faculty, staff, students, donors, and external guests.

Responsibilities include managing calendars, coordinating committee meetings, recording minutes, supporting budget and process improvements, and maintaining knowledge bases