Office Support Specialist - Veterinary Diagnostic Laboratory

University of Illinois at Urbana-Champaign; Urbana (IL); On-site; USD 39,000 - 48,000; Full time

Job summary

University of Illinois Urbana-Champaign seeks an administrative professional to support laboratory information management, client services, and business office operations within the Veterinary Diagnostic Laboratory (VDL). You will maintain client records, communicate with clients and staff, and assist with financial processing and reporting.

Responsibilities include data entry, documentation of communications, information retrieval, and adherence to confidentiality and quality requirements in a

Qualifications

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

Responsibilities

• Supports client services and laboratory information coordination using the LIMS and related systems.
• Maintains and updates client information and records; processes requests for information and reports.
• Handles payments and financial processing; supports accounts receivable activities and documentation.

Skills

Office administration

Microsoft Office

Communication

Confidentiality

Education

High school diploma or equivalent

Two years of college coursework or work experience

Job description

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.

About the University

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].