Office Support Specialist

Office Support SpecialistUnder general supervision, provide administrative support to the Department of Agricultural and Biological Engineering by performing a variety of office support tasks which require judgement, initiative, and knowledge of ABE programs and practices. Assist the department head, keep the department apprised of important dates and deadlines, screen calls and visitors, manage travel arrangements and inventory, and provide additional support as needed.Duties & ResponsibilitiesOffice Operations Support (40%)Receives and screens calls and visitors for the department; determines needs and personally handles routine inquiries, requests, or problems.Reviews and logs all incoming mail and packages, responding to routine items and distributing remainder to whom it is appropriate.Assists purchasing manager with coordination of outgoing UPS shipments for the department.Manages departmental key distribution.Keeps the department apprised of important dates and deadlines and assists where needed to help ensure the department meets those deadlines.Manages department inventory records including new acquisitions in FABweb as well as requested updates by Property Accounting.Coordinates with the Assistant Director of ABE Facilities, Operations and Planning to submit work orders in the Facilities & Services Portal as needed.Assists HR Specialist with compliance tracking for Ethics and Title IX trainings.Business Operations Support (30%)Manages travel arrangements and monitors and expedites progress for faculty, staff, and students. This includes airfare, lodging, conference registration, rental car, and any other costs associated with travel.Assists faculty, staff, and students with submitting expense reimbursements in Chrome River.Assists Business & Finance manager with c-fop maintenance in Chart of Accounts.Facilitates new user access to Emburse Enterprise by submitting access requests through the university's security application in accordance with policy.Departmental Communications & Event Support (15%)Provides support for department events, including awards receptions/banquets, welcome-back events, Thanksgiving potlucks, the ABE Farm Cookout, Pancake Feed Social, etc. Duties may include preparing and distributing flyers and invitations, assisting with catering orders, making room reservations, and coordinating other event logistics.Assists with maintaining and updating departmental website content.Assists with preparing and posting physical and digital signage.Assists with maintaining departmental social media accounts by preparing and posting approved content.Maintains and updates department lists, including email listservs.Organizes and collects staff, faculty and graduate photos as needed to update departmental sites.Department Head Support (10%)Assists with coordination of various meetings such as annual reviews, monthly faculty/staff meetings, and various departmental committees.Assists with the annual Promotion and Tenure process, including gathering required documentation and submitting materials to the College of ACES Dean's Office.Assists with the preparation of department newsletters, including the weekly ABE eNews (for faculty, staff, and graduate students) and weekly Advising eNews (for undergraduate students).Performs other duties as assigned.

(5%)Minimum QualificationsHigh school diploma or equivalent.Any one or combination totaling two (2) years (24 months) from the categories below: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)Work experience performing office/clerical activities, including the use of computer systems.One (1) year (12 months) of work experience comparable to the second level of this series.Preferred QualificationsExperience with university systems such as Emburse, Banner, CampusShip, and FabWebAppointment InformationThis 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 closing date. The collective bargaining agreement sets a wage of $43,730.70 For more information on Civil Service classifications, please visit the SUCSS web site at position is not eligible for any type of sponsorship for work authorization. Hybrid work options may be available for this position, with the ability to be on-site as needed per the University's Workplace Flexibility policy.Application Procedures & Deadline InformationApplications must be received by 6:00 pm (Central Time) on October 11, 2026.

Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through 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 Samantha Hurt at For questions regarding the application process, please contact .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.