Office Support Specialist

Department of Animal Sciences, College of ACES WE TRANSFORM LIVES. Office Support Specialist Department of Animal Sciences, College of ACES WE TRANSFORM LIVES. Everything we do is designed to improve the quality oflife of the people in the state of Illinois, across the nation, and around theworld. We discover, develop, translate, and disseminate knowledge to addresssocietal concerns and train the next generation of experts and leaders in a waythat empowers them to expand the boundaries of science to higher levels ofunderstanding and influence. Be a part ofour story. Job Summary Provide administrative and financial support, manage administrative workflows, and assist with event planning in the Department of Animal Sciences. Duties & Responsibilities Finance and Accounting Support Purchase supplies and equipment on various types of funds according to departmental and university protocols and document receipt upon arrival. Follow up as necessary with vendors on backorders. Reconcile P-Card & T-Card transactions according to department, university, and state guidelines. Provide detailed expense justifications for all transactions. Remain updated on allowability of expenses and policies on P-Cards & T-Cards. Make travel arrangements for faculty and staff when attending meetings and conferences, including but not limited to flights, hotels, rental vehicles, meeting space reservations, meal arrangements. Serve as Chrome River delegate to prepare travel and other reimbursements for faculty and staff. Act as backup approver for timesheet submissions for hourly staff hired under supported faculty. Create and manage appointment submissions in the My.ACES application for all staff of supported faculty. Assist in identifying and processing deposits, including gift, ACH/wire payments, and service activity payments. Serve as backup for other departmental business office personnel and assume additional related responsibilities to enhance the mission of the department. General Office Administrative Support Receive calls and emails and correspond regarding routine matters; relays messages to principals on matters requiring their attention. Receive and distribute incoming mail and packages as well as ship outgoing packages, which may require specialized documentation preparation. Support and assist in teaching preparation, including formatting tests and quizzes, arranging notes, and monitoring attendance records. Educate and apprise faculty and staff on departmental, university, state operations, policies, and procedures. Prepare correspondence, provide recommendations, and edit event presentation materials for faculty and their programs. Maintain calendars and schedule appointments and meetings, coordinate conference rooms and presentation equipment in two locations. Assist with office supply inventory and key assignments and inventory, contact maintenance personnel for repairs and workorders. Provide other administrative and operational support as assigned, including participation in the administrative team. Meeting and Event Support Assist and coordinate yearly conference/planning for events such as the Dairy Annual Golf Outing, Transition Illinois, Department Spring Award Luncheon, Graduate Student Appreciation Week, and others, including management of registration lists and fees paid. Update faculty and staff of upcoming events; responsible for gathering pertinent materials and information. Coordinate with venues to obtain contracts and support meeting logistics and plan meals and confirm logistical details before meetings. Track meetings or event swag, including items previously distributed and items still needed. Minimum Qualifications

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

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) 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 Work experience demonstrating the ability to perform administrative support, office operations, transaction processing, scheduling, and related responsibilities. Experience supporting finance, accounting, purchasing, contracts, audit, or administrative operations. Experience in higher education or a similarly complex organizational setting. Experience coordinating meetings, events, or travel. Knowledge, Skills and Abilities Knowledge of the University of Illinois (or comparable) financial systems. Excellent organizational skills and attention to detail. Ability to manage multiple priorities and keep administrative workflows moving. Proficiency with Office 365 tools and comfortable learning web-based administrative systems. Ability to handle financial and organizational information accurately and with appropriate discretion. Collaboration: Ability to encourage cooperation and teamwork while working toward solutions that benefit all parties involved. Initiative: Ability to proactively act on opportunities and issues to capitalize or resolve them. Problem Solving: Ability to build a logical approach to address problems or opportunities effectively. Professionalism: Ability to think carefully about the effects of words, actions, and behavior on others. Reliability: Ability to demonstrate high dependability in all aspects of the job. Adaptability: Ability to respond to change positively and adjust style to the needs of the situation. 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. Salary is $22.42 per hour. For more information on Civil Service classifications, please visit the SUCSS web site at . This position is not eligible for any type of sponsorship for work authorization. Application Procedures & Deadline Information Applications must be received by 6:00 pm (Central Time) on November 10, 2026. For further information about this specific position, please contact Brittany Stein View email address on click.appcast.io. For questions regarding the application process, please contact View phone number on click.appcast.io. At the University of Illinois Urbana-Champaign - the state’s flagship public university and one of the world’s leading research institutions - 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. 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 View phone number on click.appcast.io, option #1, or View email address on click.appcast.io. #J-18808-Ljbffr Laseagrant