Office Support Specialist – International Student and Scholar Services (Hybrid)

About the role

International Student and Scholar Services (ISSS) at the University of Illinois Urbana‑Champaign provides culturally sensitive services to the university’s 15,000 international students and scholars. The Office Support Specialist provides specialized administrative support, front‑desk customer service, and assists students, faculty, staff, scholars, and departments with immigration‑related inquiries and office operations.

Responsibilities

• Welcome international visitors, students, and staff; respond independently based on knowledge of unit activities.
• Maintain and compile statistics on points of contact for ISSS office leadership.
• Maintain front desk and lobby area, including opening and closing the office.
• Screen incoming inquiries (phone, in‑person, email) regarding student or scholar immigration status, university policies, immigration forms, and general resources; determine appropriate protocol, schedule appointments, and redirect as needed.
• Distribute incoming electronic requests to advisors within the Sunapsis system.
• Create and review office‑generated forms such as work authorization letters of eligibility and payroll tax letters, handouts.
• Scan miscellaneous correspondence (withdrawal/cancellation forms) to appropriate departments.
• Prepare packets for departmental contacts and international faculty, staff, and scholars; monitor inventory.
• Maintain office files (electronic and paper) for students, faculty, staff, scholars, and visitors; ensure correct reception of immigration documents.
• Prepare information/welcome folders for IIP visitors and guests.
• Prepare documents such as labels, lists, forms, or various certifications.
• Review, sort, and distribute incoming mail; prepare outgoing mail for special handling (FedEx, UPS, USPS).
• Provide iSTART access and instructions for students, scholars, and new departmental contacts.

Requirements

High school diploma or equivalent. Any one or combination totaling two (2) years (24 months) from: college coursework (30 semester hours = 1 year), Associate’s Degree (60 semester hours = 18 months), 90 semester hours = 2 years, Bachelor’s Degree (120 semester hours = 3 years). Plus work experience performing office/clerical activities, including use of computer systems; one (1) year (12 months) of work experience comparable to the second level of this series.

Preferred Qualifications

Two years’ experience in an international office.

Skills and Abilities

• Extensive knowledge of federal immigration rules, regulations, policies, and procedures, as well as academic rules and regulations; ability to communicate, interpret, and apply them.
• Extensive knowledge of responsibilities and duties of advising staff.
• Computer and word processing knowledge and skills (Microsoft Office Suite, Sunapsis, Banner).
• Ability to work closely and respectfully with coworkers, students, faculty, and staff.
• Ability to retain confidential information.
• High level of professionalism in written and verbal communication.
• Ability to tolerate stress and work under pressure while maintaining required efficiency.
• Meticulous attention to detail.
• Ability to shift tasks with minimum errors.
• Ability to communicate effectively with students, scholars, and faculty from many countries, some of whom English is a second language.

Pay

The wage for this position is $43,730.70 per year (12‑month service basis).

Benefits

• Health insurance (option to purchase coverage for spouse and dependents).
• Participation in State Universities Retirement System (SURS) with additional retirement plan options.
• Civil Service employees may earn up to 28 days of vacation leave per year, depending on length of service.
• Campus holidays, sick leave, and other leave provisions.
• Tuition waivers for employees and dependents.
• Work‑life balance and family‑friendly programs.

Schedule

100% full‑time Civil Service position, appointed on a 12‑month service basis.