University of Illinois Urbana-Champaign · 15 hours ago
Office Support Specialist - Health & Kinesiology
Urbana, IL
Internship
Onsite
Intern, Entry Level
$21.99/hr - $21.99/hr
2+ years expThe University of Illinois Urbana-Champaign is one of the world’s leading research institutions, seeking an Office Support Specialist for the Department of Health and Kinesiology. This role provides key administrative and operational support for graduate programs, ensuring efficient and compliant operations while assisting program leadership, faculty, students, and external partners.
Higher Education
No H1B
Responsibilities
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
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
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
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
Qualification
Required
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
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
Benefits
Health
Dental
Vision
Life Insurance
Retirement Plan
Paid time Off
Tuition waivers for employees and dependents
Company
University of Illinois Urbana-Champaign
The University of Illinois Urbana-Champaign is dedicated to building upon its tradition of excellence in education, research, public engagement and economic development.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Robert Whitmore
Co-Founder | Evolution & Impact of Societies in Africa | *EISA*
Shelley Giordano
Co-Founder Academy for Home Equity in Financial Planning University of Illinois
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