Office Support Specialist - Veterinary Diagnostic Laboratory

Laseagrant; Urbana (IL); On-site; USD 39,000 - 48,000; Full time

Job summary

University of Illinois Urbana-Champaign is seeking an Office Support Specialist in the Veterinary Diagnostic Laboratory within the College of Veterinary Medicine. The role provides administrative support for laboratory information management, client services, records management and business office operations.

Responsibilities include handling client inquiries, maintaining client accounts, and ensuring confidentiality of data, with emphasis on accurate communication of laboratory information and

Qualifications

• High school diploma or equivalent.
• Two years of office/clerical experience or coursework.
• One year of work experience comparable to the second level of this series.

Responsibilities

• Serves as primary contact for clients, veterinarians and staff regarding laboratory services.
• Responds to inquiries via phone, email and in person with accurate information.
• Manages client accounts and records within laboratory information systems.
• Documents communications and follow-ups per VDL quality requirements.
• Provides information about reports, submissions, and VDL services.
• Performs queries and retrieves information to support QA and operations.

Skills

Client services

Records management

Microsoft Office

LIMS knowledge

Education

High school diploma or equivalent

Two years related office experience or coursework

Job description

Office Support Specialist - Veterinary Diagnostic Laboratory

College of Veterinary Medicine

Job Summary

Under general supervision, the incumbent performs specialized administrative functions supporting laboratory information management, client services, records management and business office operations within the Veterinary Diagnostic Laboratory (VDL). The incumbent applies working knowledge of veterinary diagnostic laboratory processes, testing services and information systems to support accurate communication of laboratory information, maintain records, process information requests and ensure confidentiality of laboratory data.

Duties & Responsibilities

• Client Services and Laboratory Information Coordination
  • Serves as primary point of contact for clients, veterinarians, laboratory personnel, faculty and staff regarding laboratory services, testing requirements, submission procedures, reports, account information and established VDL processes.
  • Responds to client inquiries received by phone, email and in person to provide accurate information, clarifying requirements, and assisting with routine questions related to laboratory services and business office functions.
  • Creates and maintains client accounts and related information within applicable system, ensuring accuracy and completeness of client records required for laboratory services, financial processing and communication.
  • Documents client communications, inquiries and follow-up activities within appropriate systems in accordance with the VDL quality requirements.
  • Collaborates with laboratory personnel, business office staff, and external stakeholders to obtain, verify and communicate information necessary for accurate case processing and effective client service.
  • Provides information and assistance regarding laboratory reports, testing resources, submission requirements, and available VDL services.
  • Participates in VDL quality assurance activities by maintaining accurate documentation, following established procedures, and supporting continuous improvement activities.
• Laboratory Information Management and Records Support
  • Maintains, reviews, verifies and updates laboratory and client information within the Laboratory Information Management System (LIMS) and other electronic systems according to established VDL procedures.
  • Processes requests for laboratory information, including report retrieval, documentation requests and release of information in accordance with established procedures and confidentiality requirements.
  • Performs queries and retrieves information from electronic systems to support quality assurance activities, reporting needs, client requests and operational requirements.
  • Maintains laboratory records retention processes by organizing, scanning, labeling and filing case-related documentation according to VDL requirements.
  • Creates and maintains electronic files, spreadsheets and reports to support laboratory operations, client communications and information requests.
  • Reviews information within electronic systems and related documentation for accuracy and completion as needed.
• Financial and Business Office Support
  • Processes and records client payments, including credit card transactions and other payment methods, following established procedures.
  • Maintains client account information required for financial processing, laboratory records and reporting activities.
  • Provides routine financial information to clients, including invoice copies, account balances and payment history information.
  • Maintains accurate payment records and supporting documentation related to business office transactions.
  • Reviews routine financial information and assists with transaction tracking, documentation and record maintenance activities, supporting accounts receivable operations.
  • Identifies routine discrepancies in financial records and refers items requiring additional review to appropriate business office personnel.
  • Assists with preparation of financial documentation and reports related to established business office processes.

Physical Demands and Working Conditions

Work is performed in a standard office setting within the Veterinary Diagnostic Laboratory. Allergies to hay, straw or animal dander may cause discomfort based on the location within the College of Veterinary Medicine. Position may involve lifting and maneuvering heavy boxes filled with case files.

Minimum 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 (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 Veterinary or Medical terminology
Knowledge of Veterinary terminology, laboratory processes, diagnostic testing services, and health information management principles sufficient to accurately communicate laboratory information and assist clients with routine inquiries is strongly preferred.

Knowledge, Skills and Abilities

• Knowledge of professional office practices, information management procedures, records maintenance, and customer service principles is required. Working knowledge of Microsoft Office applications, electronic information systems and database functions is required. Ability to learn and effectively use laboratory information systems, University systems and VDL procedures is essential.
• The incumbent must demonstrate strong attention to detail, accuracy in maintaining electronic records, ability to manage confidential information and excellent communication skills. The position requires the ability to prioritize multiple responsibilities, respond professionally to frequent interruptions and follow established procedures while exercising appropriate judgement in routine situations.

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 9/25/2026. The collective bargaining agreement sets a wage of $43,730.70. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements and budget constraints. This position is not eligible for any type of sponsorship for work authorization.

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

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on September 25, 2026. Applications not submitted through https://jobs.illinois.edu 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 Lauri Umbarger at [e-mail]. 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 [e-mail].

Requisition ID: 1038047
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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