Job Description

Office Support Specialist - Department of Psychology (College of LAS)

University of Illinois at Urbana-Champaign

Supports the faculty, staff, and students of Psychology by providing procurement services, arranging travel, processing reimbursements, distributing keys, and fulfilling copy orders.

Duties & Responsibilities

• Procurement/Travel & Reimbursements:
  • Delegate in Emburse/Chrome River to prepare expense reports for all faculty, staff, and graduate students requiring reimbursement for purchases & travel.
  • Processes Temp-vendor and vendor payments in Chrome River Invoice system.
  • Processes purchases submitted to the department procurement portal application for faculty, staff and students using the appropriate procurement mechanism (purchase order, p-card, t-card, CFOP via campus stores/providers, etc.).
  • Maintains a p-card and t-card for departmental procurement duties, reconciling transactions in Emburse/Chrome River.
  • Assists with receiving duties, marking incoming shipments as received in the procurement portal application.
  • Scans and uploads packing slip documentation to the portal.
  • Updates departmental spreadsheets which track professional development funding and support.
  • Ensures that appropriate backup documentation is provided for all transactions and that copies are maintained in the department according to departmental procedures as dictated by UAFR/OBFS/RIMS policies.

• Copy Room:
  • Monitors the department copy request email inbox, responding to requests in a timely manner, using judgement to prioritize the fulfillment of copy jobs in order of greatest need, imminent deadlines, etc.
  • Operates copy machines, ensures machines are stocked with paper, staples, and toner. Trains and assists faculty, staff, and students in the proper use of the equipment.
  • Clears jams and otherwise troubleshoots operational issues as they arise.
  • Assigns copy codes to faculty/labs/instructors.
  • Submits repair and maintenance requests for machines as needed to contracted vendors and orders supplies for the machines as needed.

• Key Distribution/Inventory:
  • Primary contact for keys for the Department of Psychology.
  • Updates the department inventory records as keys are requested, assigned, and returned.
  • Monitors the department email address for key requests/inquiries/issues, responding to faculty, staff and students in a timely manner and providing instruction/guidance as needed.
  • Collects key fees and processes cash deposits and end of day credit card terminal reports/batching.
  • Submits workorders as needed to Locksmith Shop at F&S for rekeying of doors and ordering new keys to replenish inventory.
  • Requests or revokes swipe access authorization/revocation when faculty, staff, and graduate student employees begin or end appointments.
  • Ensures swipe access is necessary and approved by the appropriate department contacts before access is granted. Performs annual audit of swipe access to ensure only appropriate personnel have access to the building.

• Supply Room:
  • Monitors department supply room, maintaining regularly stocked/provided office supplies for general departmental use.
  • Provides access to faculty, staff, and students as needed.
  • Places restocking orders as necessary.

• Property Accounting:
  • Assists department property manager as needed.
  • May assist in physical inventory counts, communicating with equipment custodians regarding renewal of annual loan forms, etc.

Minimum Qualifications

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 months) from the categories below:
1. 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)

2. 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.

Knowledge, Skills and Abilities

• Ability to communicate effectively with others
• Ability to professionally interact with a wide variety 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 effectively multi-task and stay organized
• Effective time management skills
• Attention to detail
• Ability to exercise initiative, confidentiality, discretion, and sound judgment in all business matters.
• Working knowledge of grammar, spelling and punctuation.
• Ability to use Microsoft Office Suite, including Word and Excel.

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month service basis. The expected start date is as soon as possible after the deadline date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $42,872.70. This position is not eligible for any type of sponsorship for work authorization. Hybrid work options may be available for this position after an initial on-site training period, with the ability to be on-site at the University of Illinois Urbana-Champaign campus as needed per the University's Workplace Flexibility policy.

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 3, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. In order to be considered as a transfer candidate, you must apply for this position. 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 sdcurry@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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 applicant.

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 accessibility@illinois.edu

Requisition ID 1036340
Job Category Administrative Support
Apply at: https://jobs.illinois.edu