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Location

Urbana, IL | United States

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Job description

Full job description

Office Support Specialist

Mechanical Science and Engineering

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Department of Mechanical Science and Engineering seeks an Office Support Specialist to provide administrative support to the Department Head, and is responsible for planning, organizing, performing, and coordinating various departmental activities and functions of the Department Head's office.

Duties & Responsibilities

• Prepares and maintains faculty Biographical Data Forms (“BDF”), which serve as the basis for the Department’s and College’s evaluations of faculty. Coordinates faculty biographical information for placement on the MechSE Website. Collaborates with Department and College information technology support staff and provides guidance for the projects to develop a College-wide system for completing BDFs.
• Serves as Recording Secretary to the MechSE Faculty Promotions & Tenure (P&T) Committee. Coordinates, plans and schedules P&T meetings. Formulates and distributes agenda and necessary confidential background materials to committee members. Attends all meetings, recording and preparing confidential minutes. Assists in the preparation of faculty promotion documents for submission to the COE and to the Office of the Provost.
• Assists the Department Head with analytical projects and the gathering of information on the department and its peer institutions.
• Drafts correspondence and other important and confidential communications and documents on behalf of the Department Head, including meeting minutes, academic promotion dossiers, faculty offer letters, biographical data forms, award nominations, presentations, holiday cards, letters, and emails.
• Prepares and reviews materials for the Department Head’s meetings with faculty, Associate Heads, College administration, and the MechSE Alumni Board.
• Prepares materials for committee elections and assignments, sabbatical leaves, department affiliate and adjunct appointments, faculty scholars and named professorships, Champaign- Urbana senate faculty elections, and non-university faculty activity forms.
• Coordinates planning for departmental events, including faculty meetings and retreats, faculty retirement parties, faculty and student cookouts, distinguished lectureships, investitures, alumni board meetings, and staff appreciation events. Directs other staff involved with such events.
• Directs, coordinates, and completes conducts various projects as requested by the Department Head or Assistant to the Head.
• Maintains the Department Head's calendar and appointments.
• Serves as a resource person and liaison between the Department Head and staff by providing information, guidance, and feedback in order to effectively assure the staff meets their established objectives.
• Reviews and edits documents prepared by clerical staff, such as documents to be merged with mailing lists and mass-distributed to alumni, donors, or other key constituents.
• Assists in coordinating logistical arrangements relating to conferences, meetings, and travel.
• Maintains the Department Head’s files on an ongoing basis, including setting up new files, eliminating redundant filing and keeping the filing current. Maintains departmental electronic and paper files (including archives) and faculty historical lists.

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



Knowledge, Skills and Abilities:
Knowledge and training to efficiently operate and understand a personal computer, Microsoft Word, Office, and Excel, PowerPoint, File Maker Pro, PageMaker, and Outlook.
Thorough understanding and knowledge of the policies and procedures of the Department, College, and Campus, including the Provost Communications relating to faculty promotion and tenure, new faculty appointments, sabbatical leaves, and annual reviews.
Excellent grammar, communication and typing skills are necessary to generate, compose, format, attach and distribute documents of various types including meeting minutes, bulk correspondence, reservation coordination, banquet programs and announcements.
The position requires the incumbent to set priorities without direct supervision to meet deadlines and furnish the required services to the department.
The individual in this position is required to maintain confidentiality, exercise good judgment, prioritize multiple job responsibilities and projects, resolve workload conflicts, and be capable of responding to, referring, and assisting faculty, staff, students and guests of the department in an efficient and professional manner. This position requires sound reasoning, organization and initiative.

Appointment Information

This is a 100% full-time, overtime eligible, Civil Service Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after the close.

This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry level salary for the Office Support Specialist is $40,400.10/year ($20.718/hour).


For more information on Civil Service classifications, please visit the SUCSS web site at

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on March 15, 2024. 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. Please submit a cover letter, resume and contact information for three professional references. 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 Hannah Dorsey. For questions regarding the application process, please contact 217-333-2137.

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. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing [email protected].

Requisition ID : 1023306

Job Category : Administrative Support

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