Office Support Associate- Cell & Developmental Biology - College of LAS

University of Illinois at Urbana-Champaign; Urbana (IL); On-site; USD 36,000 - 44,000; Full time

Job summary

University of Illinois at Urbana-Champaign seeks an Office Support Associate for the Cell & Developmental Biology group within the College of LAS. This role provides clerical assistance to professors, graduate students, and research personnel and supports the Office Manager with routine office duties and front-desk operations.

The position involves coordinating seminar hosting, travel, invitations, calendars, and guest accommodations, as well as supporting graduate programs and maintaining

Qualifications

• High school diploma or equivalent.
• 18 months of related office/clerical experience or college coursework.
• Experience with computer systems and basic software applications.

Responsibilities

• Assist Office Manager with seminar logistics, travel, invitations, itineraries and calendar updates.
• Support the Graduate Program: disseminate information, track enrollments and student records, assist Director of Graduate Studies.
• Greet visitors, answer phones, sort mail, maintain confidentiality, and manage office records and supplies.

Skills

Clerical

Office support

Communication

Confidentiality

Reception duties

Time management

Education

High school diploma or equivalent

18 months related office coursework/experience

Job description

Office Support Associate- Cell & Developmental Biology - College of LAS

University of Illinois at Urbana-Champaign

Job Summary

The School of Molecular and Cellular Biology, Department of Cell & Developmental Biology is searching for an Office Support Associate to provide clerical assistance to professors, graduate students, and research personnel plus other miscellaneous office duties. Serves as an assistant to the Office Manager.

Duties & Responsibilities

• Work with the faculty chair for seminar committees and assist the Office Manager in tasks related to the hosting invited seminar speakers. Assist Office Manager by sending letters of invitation, making travel arrangements, and booking hotel rooms. Draft seminar announcements and flyers for review and approval from the faculty chair. Update Webtools calendar with seminar information. Assist faculty host with creation of itineraries to be reviewed and approved by the faculty chair. Make meal reservations. Purchase and set up seminar reception refreshments. Process honorarium payments and travel expense reimbursements (includes processing of Foreign National Payments). Enter speaker names, seminar dates, and related seminar details into an electronic database.

• Provide support for the departmental Graduate Program. Send annual review information to the student committee. Draft flyers and distribute seminar announcements for review and approval from Director of Graduate Studies. Update Webtools calendar with student names and seminar dates. Work with the Director of Graduate Studies to verify each semester that all students are enrolled in and follow the curriculum with respect to the CDB department's student guidelines. Update student credit hour checklist for student file. Maintain listing of graduate students and maintain confidential graduate student records. Maintain graduate student listserv.

• Make P-card and T-card Purchases as requested by the Office Manager and other department personnel. Process procurement and reimbursement expense reports. Keep records of all expense reports and backup documentation.

• Greet office visitors with professional courtesy. Serve in a receptionist capacity, answer the telephone, and redirect calls and take messages as needed. Maintain a working knowledge of departmental events and activities in order to accurately disseminate information and answer routine questions. Assist the department Office Manager in general office functions; such as the collection of manuscripts, faculty CVs, and surveys. Sort and distribute mail to proper departmental mailboxes. Notify recipients of urgent deliveries. Prepare shipment of documents and non-hazardous biological material as needed. Maintain department key inventory and department employee directory. Distribute laboratory and building keys to departmental personnel and maintain the key filing system. Perform annual key inventory. Order supplies as needed or requested by department personnel. Report repair and maintenance needs to MCB Facilities. Other duties as assigned to further the mission of the department.

• Reserve Conference Rooms * Monitor daily events booked in each room. Post the weekly schedules outside each room.

Minimum Qualifications

PER SUCSS CLASS SPECIFICATION

High school diploma or equivalent.

Any one or combination totaling eighteen (18) 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)

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

Knowledge, Skills and Abilities

• Ability to communicate effectively with others.

• Ability to professionally interact with a broad range of internal and external constituents, including students, faculty, staff, and parents.

• Commitment to creating an inclusive environment

• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.

• Ability to easily and quickly pivot from one task to another and stay organized.

• Effective time management skills.

• Ability to maintain confidentiality in all business matters.

• Ability to produce clear, accurate, and grammatically correct materials.

• Ability to acquire knowledge of activities and programs carried out in the Department of Cell & Developmental Biology.

• Ability to acquire knowledge of University/College/School/Dept requirements, procedures, rules and regulations.

Appointment Information

This is a 100% full-time Civil Service Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the application deadline. This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility policy. The collective bargaining agreement sets a wage for this position is $39,943.80. Sponsorship for work authorization is not available for this position For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

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.

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.

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 [e-mail].

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.