Office Support Specialist

University of Illinois Urbana-Champaign; Urbana (IL); Hybrid; USD 44,000 - 45,000; Full time

Job summary

The University of Illinois Urbana-Champaign is seeking an Office Support Specialist to provide critical administrative support within the Department of Agricultural and Biological Engineering. The role includes screening calls, handling travel arrangements, purchasing coordination, and maintaining department records.

You will assist with events, communications, and department operations, supporting faculty, staff, and students while navigating university systems and policies.

Qualifications

• High school diploma or equivalent.
• Two years of related office/clerical experience.
• Experience with university systems preferred.

Responsibilities

• Provide administrative support to the department under general supervision.
• Screen calls and visitors, manage travel arrangements and inventory.
• Assist with department communications and events.
• Support department head and coordination of meetings.

Skills

Office support

Clerical experience

Organizational skills

Tools

Emburse

Banner

CampusShip

FabWeb

Job description

Department of Agricultural and Biological Engineering, College of Agricultural, Consumer and Environmental Sciences

WE TRANSFORM LIVES. Everything we do is designed to improve the quality of life of the people of the state of Illinois, across the nation, and around the world. We discover, develop, translate, and disseminate knowledge to address societal concerns and train the next generation of experts and leaders in a way that empowers them to expand the boundaries of science to higher levels of understanding and influence.

The Department of Agricultural and Biological Engineering (ABE) is part of two colleges at the University of Illinois; the College of Agricultural, Consumer and Environmental Sciences, and The Grainger College of Engineering. This means our students are able to utilize resources and connect with faculty in both colleges.

Job Summary

Under general supervision, provide administrative support to the Department of Agricultural and Biological Engineering by performing a variety of office support tasks which require judgement, initiative, and knowledge of ABE programs and practices. Assist the department head, keep the department apprised of important dates and deadlines, screen calls and visitors, manage travel arrangements and inventory, and provide additional support as needed.

Duties & Responsibilities

OFFICE OPERATIONS SUPPORT (40%)

• Receives and screens calls and visitors for the department; determines needs and personally handles routine inquiries, requests, or problems.
• Reviews and logs all incoming mail and packages, responding to routine items and distributing remainder to whom it is appropriate.
• Assists purchasing manager with coordination of outgoing UPS shipments for the department.
• Keeps the department apprised of important dates and deadlines and assists where needed to help ensure the department meets those deadlines.
• Manages department inventory records including new acquisitions in FABweb as well as requested updates by Property Accounting.
• Coordinates with the Assistant Director of ABE Facilities, Operations and Planning to submit work orders in the Facilities & Services Portal as needed.
• Assists HR Specialist with compliance tracking for Ethics and Title IX trainings.

BUSINESS OPERATIONS SUPPORT (30%)

• Manages travel arrangements and monitors and expedites progress for faculty, staff, and students. This includes airfare, lodging, conference registration, rental car, and any other costs associated with travel.
• Assists faculty, staff, and students with submitting expense reimbursements in Chrome River.
• Assists Business & Finance manager with c-fop maintenance in Chart of Accounts.
• Facilitates new user access to Emburse Enterprise by submitting access requests through the university’s security application in accordance with policy.

DEPARTMENTAL COMMUNICATIONS & EVENT SUPPORT (15%)

• Provides support for department events, including awards receptions/banquets, welcome-back events, Thanksgiving potlucks, the ABE Farm Cookout, Pancake Feed Social, etc. Duties may include preparing and distributing flyers and invitations, assisting with catering orders, making room reservations, and coordinating other event logistics.
• Assists with maintaining and updating departmental website content.
• Assists with preparing and posting physical and digital signage.
• Assists with maintaining departmental social media accounts by preparing and posting approved content.
• Maintains and updates department lists, including email listservs.
• Organizes and collects staff, faculty and graduate photos as needed to update departmental sites.

DEPARTMENT HEAD SUPPORT (10%)

• Assists with coordination of various meetings such as annual reviews, monthly faculty/staff meetings, and various departmental committees.
• Assists with the annual Promotion and Tenure process, including gathering required documentation and submitting materials to the College of ACES Dean’s Office.
• Assists with the preparation of department newsletters, including the weekly ABE eNews (for faculty, staff, and graduate students) and weekly Advising eNews (for undergraduate students).

Performs other duties as assigned. (5%)

Minimum Qualifications

• 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)
• 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.

Preferred Qualifications

• Experience with university systems such as Emburse, Banner, CampusShip, and FabWeb

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 closing date. The collective bargaining agreement sets a wage of $43,730.70

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

This position is not eligible for any type of sponsorship for work authorization.

Hybrid work options may be available for this position, with the ability to be on-site as needed per the University’s Workplace Flexibility policy.

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 [e-mail].