Office Support Specialist-School of information Sciences at University of Illinois in Urbana, Illinois

Job Description:

Office Support Specialist-School of information Sciences




School of Information Sciences




Job Summary

This position provides support for pre-admissions administrative needs and assists with post-admissions records duties.



Duties & Responsibilities

• Admissions Processing (35 %)
  • Process applications for all graduate programs in Slate. As applications are processed, assign applications to appropriate review queue.
  • Communicate with applicants via email or phone for any missing materials and notification applicants of application status.
  • Assist prospective and current applicants as well as newly admitted students regarding application, School of Information Sciences, Graduate College and University admission and academic requirements.
  • Assist with evaluations of domestic and foreign academic credentials.
  • Process requests for Change of Program/term and re-entry/Change of Program admit referrals.
  • Communicate with students and/or Graduate College when documents are missing to complete the official admissions or SEVIS processes including but not limited to funding documents, official transcripts, or academic credentials).
  • Assist with tracking admissions offers, acceptances. decline, and deferral requests.
• Administrative Support (35%)
  • Assist with responding to inquiries via email and phone from students who are applying or recently admitted.
  • Assist with sending communication of admission decision notifications for all MS, PhD, and CAS degree programs.
  • Assist with submitting Graduate College admission referrals following communication of iSchool admission decision to applicant.
  • Assist the team by running reports for newly admitted students who require Letters of Justification (LOJ's). Communicate with the Graduate College, once LOJ's have been completed and uploaded to Slate, to complete application for official admission.
  • Assist with processing and maintaining official transcript and academic credential submissions to the School of Information Sciences and Graduate College at various stages.
  • Monitor and maintain a record of submitted deposits for newly accepted MSIM students and communicate with admitted students that have yet to submit a deposit. Upon enrollment, reconcile submitted deposits with actual enrollments.
  • Attend iSchool meetings (e.g., Recruitment & Admissions team), workshops, professional development events (e.g., MAGAP, Graduate college trainings),.
  • Serve as back up to reception desk at either of our two locations as needed.
  • Assist with the School of Information Sciences' Convocation ceremonies.
• Records (20%)
  • Assist with the conducting of degree audits and alerting advising staff when students are not yet eligible to graduate. Assist with maintaining the graduation list and determining eligibility.
  • Assist with the maintenance of reporting templates for student record data.
  • Assist with maintaining the current student database (GradRecs & UGRecs) with information required for archival files.
  • Assist the Sr. Manager of Admissions & Records with the maintenance and processes of new, current, and inactive student records.
• Recruitment (5%)
  • Assist with recruitment and admissions events on campus for prospective and newly admitted students as needed, including but not limited to acquiring needed materials and preparing promotional folders and/or swag.
• Other (5%)
  • Other duties within the office support role to enhance the mission of the unit.

Physical Demands

Sitting : Frequently

Additional Physical Demands

Work is performed in a typical office environment.



Minimum Qualifications

1. High school diploma or equivalent.


2. 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.



Knowledge, Skills and Abilities

• A working knowledge of Graduate College and University policies and procedures regarding admissions.
• Good written and oral communication skills.
• Proficiency In the use of a computer, word processing software, and various other Web-based applications end reports.

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 1/27/2025. Salary is commensurate with experience.


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 Friday, January 17th. 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 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 Todd Kato at tkato@illinois.edu. 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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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 accessibility@illinois.edu .


Requisition ID: 1028260
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu
Apply Now