Office Support Specialist, Health & Kinesiology College of Applied Health Sciences
Job SummaryThe position serves as a key administrative and operational support position for the Department of Health and Kinesiology's graduate professional programs, including the Health Technology Education Program (HTEP), Master of Public Health (MPH), and Master of Health Administration (MHA). The position provides advanced, independent office support requiring the exercise of judgment, initiative, and detailed knowledge of program operations, academic policies, accreditation requirements, and University procedures. This role supports program leadership, faculty, students, and external partners and plays a critical role in ensuring the efficient and compliant operation of multiple complex academic programs. Duties & Responsibilities
Administrative & Program Operations Support
• Serve as the primary administrative support for designated program leadership, independently handling routine inquiries and resolving issues related to program operations.
• Screen and manage calls, emails, and visitors; determine appropriate action and respond on behalf of the unit when appropriate.
• Maintain calendars, deadlines, and key operational timelines for multiple graduate programs; proactively notify program leadership of upcoming commitments and required actions.
• Coordinate and support department- and program-level meetings; prepare agendas, record and distribute minutes, and follow up on assigned action items.
• Assist Programs with travel arrangements, conference registrations, and related logistics.
• Assists in budgetary control by monitoring budgets, expenses, and originating or verifying adjustments and transfers for each program.
• Independently prepare and process purchasing, travel, and reimbursement transactions, including P-Card, T-Card, and Emburse reports, in compliance with University and BusFin policies.
• Track accreditations, professional memberships, renewals, and related documentation and payments.
Events, Meetings & External Engagement
• Coordinate logistical arrangements for program events, meetings, conferences, site visits, and advisory board meetings.
• Make room reservations, confirm room setups, and coordinate with Department, College, and University partners.
• Assist with catering, materials preparation, and on-site support for events.
• Support field trips and experiential learning activities, including industry networking events.
• Maintain regular communication and scheduling with advisory boards and external partners.
Data, Records & Information Management
• Maintain and update electronic and paper record systems for graduate programs, including confidential student, accreditation, and partner records.
• Support internship, capstone, and applied practice processes by maintaining records, historical data, and external partner information.
• Maintain and update databases of community, industry, academic, and advisory board partners.
• Assist with the collection, entry, organization, and reporting of data related to admissions, enrollment, student outcomes, surveys, and accreditation requirements.
• Maintain contact and placement information for current students and alumni in coordination with program leadership.
Communications & Publications
• Assist in the preparation and coordination of program communications for prospective students, current students, alumni, advisory boards, and external stakeholders.
• Compile, summarize, and organize information for reports, newsletters, websites, and other print or electronic publications.
Minimum Qualifications
• High school diploma or equivalent.
• Any one or combination totaling two 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 year (12 months)
• Associate’s Degree (60 semester hours) equals eighteen months (18 months)
• 90 semester hours equals two years (24 months)
• Bachelor’s Degree (120 semester hours) equals three years (36 months)
• Work experience performing office/clerical activities, including the use of computer systems.
• One year (12 months) of work experience comparable to the second level of this series (Office Support Associate).
Preferred Qualifications
• Experience with University of Illinois systems and processes (e.g., Emburse, WebTools, AI support (CoPilot), purchasing, and travel systems.
• Experience supporting academic programs, graduate programs, or professional degree programs.
• Experience using online survey tools and basic data reporting.
Knowledge, Skills and Abilities
• Knowledge of administrative and clerical procedures, including records management, scheduling, and office operations.
• Ability to operate computer systems and software, including Microsoft Word, Excel, Outlook, Teams, and PowerPoint.
• Strong communication skills, including the ability to compose and edit correspondence and reports.
• Strong organizational skills and ability to manage multiple priorities, deadlines, and stakeholders.
• Ability to exercise judgment, initiative, and discretion when handling sensitive and confidential information.
• Ability to work independently and collaboratively in a complex academic environment.
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 3/30/2026. The collective bargaining agreement sets a pay rate of $21.986/hr for this classification.
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 Wednesday, February 25. Apply for this position by clicking the 'Apply Now' button at the top or bottom of this posting and submit 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.
This position is not eligible for any type of sponsorship for work authorization.
For further information about this specific position, please contact AHS-HR@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
About The Community
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: 1034874
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
