Office Support Specialist – Gies College of Business

Office Support Specialist – Gies College of Business

Accountancy

The Department of Accountancy in the Gies College of Business is unit that serves the accounting profession and the community by providing global leadership in the accountancy discipline.

Job Summary Serve as the program administrator for the PhD program in Accountancy. Support the administrative function of the Department of Accountancy.

Duties & Responsibilities

Accountancy Ph.D. Program

• Collaborate with the faculty director of the Ph.D. Program and the Sr. Director of Administration to support the program’s administrative activities including recruiting, admissions, and student academic progress
• Oversee the Ph.D. admission application review process by communicating with the Director of Ph.D. Program, utilizing the Slate database, verifying information provided by each applicant, forwarding applications to the Ph.D. admission committee for decisions, and providing a primary point of contact for Ph.D. candidates until an admission decision has been communicated
• Create itineraries and reserve hotel rooms for prospective Ph.D. applicant recruits
• Coordinate annual updates of recruiting brochure with the Gies marketing team and coordinate necessary website updates for the PhD program site
• Advise graduate Ph.D. students regarding their coursework and degree progression
• Answer Ph.D. student registration questions and monitor Ph.D. student course registration
• Orient incoming Ph.D. students and coordinate workspace assignments with Ph.D. program director
• Coordinate and process documentation needed for various appointments – Enter Ph. D. assistantships in HR Apps, verify I-9 documents for Ph.D. employment, and notify faculty of Ph.D. TA and RA assignments. Process Ph.D. fellowship forms.
• Serve as a departmental backup for other HR Apps transactions
• Compile Ph.D. award and fellowship nomination packets and facilitate the notification of results.
• Facilitate the faculty reference process for Ph.D. candidates entering the job market
• Ensure thesis and dissertation committees meet Graduate College and Departmental requirements
• Review the format of theses and dissertations, work with Graduate College on final deposit, coordinate approval of committees, and verify audit of degree completion
• Maintain and file Ph.D. program records
• Review and update Ph.D. degree audit reports in the UAchieve system and communicate exceptions to the Graduate College
• Monitor the graduation database as students complete their final semester of degree requirements
• Serve as the primary point of contact to Ph.D. candidates
• Advise Ph.D. students on the process for scheduling preliminary and final examinations, which is initiated by Ph.D. students through the Graduate College student portal
• Provide administrative assistance to the Ph.D. Program Committee as needed
• Coordinate Ph.D. events including Ph.D. paper presentation forums, faculty/student events, and social events with other Ph.D. Academic units in Gies College of Business
• Compile Ph.D. program data for department, college, and university reports as needed

General Administration

• Answer main department phone line and effectively communicate through phone, email, instant message, and/or in person; determine caller needs and personally handle routine inquiries
• Submit and track departmental work orders related to Ph.D. events
• Support event logistics such as assisting with space reservations, parking reservations, food and beverage orders, and other needs
• Reserve meeting rooms through Virtual EMS and shared Outlook calendars
• Serve as department contact for graduation by assisting faculty with regalia information and communicating volunteer needs to faculty and staff

Budgetary

• Make approved purchases with p-card, t-card, or other university systems in compliance with all rules, regulations, policies, and procedures set by the campus and department
• Report expenses for p-card and t-card purchases in the Chrome River application
• Gather necessary information for Ph.D. Program budget planning

Perform 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. Preferred Qualifications * At least one year experience working with a university or college graduate program.

* Previous experience with the Slate admissions tool Knowledge, Skills and Abilities

Required: * Strong public relations skills * Strong customer service orientation skills * Excellent organizational and time management skills with accuracy and attention to detail * Excellent oral and written communication skills * Working knowledge of campus administrative policies and guidelines or ability to learn * Knowledge of university accounting programs or ability to learn * Willingness to learn and the ability to use new computer programs and university systems * Proficiency in Microsoft Office, especially Word and Excel * Ability to learn and be able to apply accepted office procedures and methods * Ability to manage multiple projects and operate a variety of office equipment

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 search close date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The wage for this position is $42,872.70.

Sponsorship for work authorization is not available for this position.

Hybrid work options may be available for this position, with the ability to be on-site at the University of Illinois Urbana-Champaign campus based on operational needs.

For more information about Gies business visit https://inside.giesbusiness.illinois.edu/work-at-gies

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 February 6, 2026. 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 lsrice@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.

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: 1034648

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu