Office Support Specialist - Discovery Partners Institute

Office Support Specialist
Discovery Partners Institute
The Grainger College of Engineering
University of Illinois Urbana-Champaign

REVISED

These are hybrid positions located in Chicago, IL, and require on-site presence for a minimum of three days per week.

The Discovery Partners Institute in The Grainger College of Engineering seeks applicants for two Office Support Specialist positions. These positions provide comprehensive administrative and operational support to the Discovery Partners Institute (DPI) by coordinating day to day office activities, communications, and records while supporting short-term projects and ongoing initiatives. The positions apply program knowledge, judgment, and initiative to ensure efficient operations in support of DPI's mission and the objectives of the Grainger College of Engineering at the University of Illinois Urbana Champaign.

Duties and Responsibilities: 

Communications management
• Provide program knowledge and expertise including preparing or compiling supporting materials, documents, and files in preparation for meetings and other unit activities.
• Serve as information resource: gather information, prepare materials, respond to questions, and disseminate information on behalf of DPI.
• Serve as an integral communication intake point and coordinator for DPI.
• Provide email support with a high degree of tact and technical knowledge.
• Receive, screen, document, and route incoming communication. Manage follow-up actions on inquiries through resolution.
• Practice active listening to extract relevant information from conversations, arrange the information efficiently, and take appropriate action.

Time and calendar management
• Coordinate and schedule the calendars of DPI Directors and unit staff, which are complex and fluid.
• Exercise independent judgement in determining priorities and effective utilization of time for meetings and appointments, including coordination with other administrative offices and university departments/units.
• Prioritize conflicting needs, handle matters expeditiously and proactively, and follow-through on tasks to successful completion, often with deadline pressures.

Operations management
• Manage unit purchases and project/program budgets including organizing purchase and travel requests, routing approvals and maintaining documentation in compliance with university policies.
• Nurture a network of support through the university, local campus communities, and other key stakeholders.
• Review meeting notes and other documents to determine appropriate follow up items.

Other duties as assigned.

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:
• Excellent organizational skills and multi-tasking capabilities with the ability to work under tight deadline pressure.
• Capacity to manage daily responsibilities and prioritize workload is integral to the successful operation of the office.
• Proficient computer skills and knowledge of university applications, including Microsoft Office (Word, Excel, Outlook), reporting systems, Zoom and Skype.
• Professional competence and complete mastery of clerical skills, including grammar, spelling, punctuation, filing, and typing. Capacity to handle a large volume of information and the ability to remember a vast amount of detail is indispensable.

Appointment Information

These are full-time Civil Service Office Support Specialist positions appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. These are bargained positions and as such, the salary is driven by the collective bargaining agreement. The collective bargaining agreement sets a range of $42,872 - $62,142 for this classification. The budgeted salary range for these positions is $42,872 - $55,000. These positions will support the Discovery Partners Institute located in Chicago, IL, and are required to be on-site for a minimum of three days per week. Hybrid work options will align with the University’s Workplace Flexibility policy. These positions are not eligible for any type of sponsorship for work authorization.

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 (CST) on March 31, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three 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. For further information about this specific position, please contact Kelsey Marr at krok2@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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.

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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.

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Requisition ID: 1034816
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

Salary : $42,872 - $62,142