Job Description

Office Support Specialist

Department of Speech & Hearing Science

College of Applied Health Sciences

University of Illinois Urbana-Champaign

Job Summary

To act as primary support for undergraduate programs and perform a variety of administrative duties related to the daily operation of the Department of Speech and Hearing Science

Duties & Responsibilities

Student and Faculty Support

• Staff support for Director of Undergraduate Studies (DUGS) and Academic Advisor. Assist in scheduling appointments for continuing undergraduate students as requested.
• Assist DUGS and Advisor with undergraduate recruiting and retention events.
• Liaise with AHS Undergraduate Recruiter in support of DUGS and Advisor.
• Assist DUGS in matching undergraduate students to faculty mentors and facilitating relevant communication to students and faculty.
• Monitor the SHS Undergraduate email inbox and assist in maintaining the undergraduate CANVAS page.
• Support online, revenue-generating courses and certificate programs.
• Assist Graduate Secretary with maintaining proper documentation related to the accreditation of the Speech-Language Pathology Graduate Program. Maintain evidence library and CALIPSO documentation as directed by the Education Policy and Program Policy committee chairs.
• Coordinates with faculty and adjunct faculty to order course textbooks and collect syllabi submissions each semester.
• Fields requests/inquiries into the ASL Program and manage ASL waitlist.
• Assist Graduate Secretary with coordination of course schedule.

Administrative Office Responsibilities

• Receptionist for departmental office, including telephone inquiries and responses, greeting visitors, monitoring emails in the departmental main inbox, and relaying messages to appropriate people.
• Review all incoming mail, responding to routine items and distributing remainder to appropriate faculty and staff.
• Maintain departmental calendars; oversee parking and room reservation process for department facilities. Manage requests for facility keys.
• Assist Administrative Aide (Facilities Manager) with facilities work orders and other facility-related tasks
• Coordinate office supply ordering.
• Responsible for filing student records and other departmental documents.
• Assists Administrative Aide and Graduate Secretary with coordination of departmental events.
• Creates, updates, revises, and retrieves files and records with responsibility for maintaining adequate and accurate information, which includes working with confidential materials.

Financial

• Liaison for travel regulations for SHS faculty, clinical faculty & staff. Check that the process for reimbursements and forms are complete and approved for payment via Emburse. Emburse proxy support for faculty, clinical faculty, staff, & students. Arrange travel for faculty, clinical faculty, students, and guests with t-card and/or iTravel system.
• Assist Administrative Aide with departmental and clinic inventory process, in collaboration with AHS Business Office.

Other

• Perform other duties as assigned and appropriate.

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.

1. One (1) year (12 months) of work experience comparable to the second level of this series.

Knowledge, Skills and Abilities

• Effective interpersonal communication and ability to interact with faculty, staff, students, and other people on a day-to-day basis.
• Proficiency with standard Microsoft Office software. Knowledge of University business applications including Emburse, Clinic EMR systems and iBuy.
• Ability and willingness to seek out information and training necessary to fulfill duties and responsibilities, including those resources outside of the University.
• Ability to maintain privacy and confidentiality of patient/human subjects and other sensitive office information.

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 close of the search. The collective bargaining agreement sets a wage of $22.42 / hour for this position.

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 October 25, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting and upload the following:

• Resume
• Cover Letter
• Contact information for three professional references

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 ahs-hr@illinois.edu. 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 accessibility@illinois.edu.

Requisition ID: 1038665

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu