Office Support Associate - Hybrid

Sponsorship for Work authorization is not available for this position.

• Serve as receptionist for Claims Management (hereinafter referred to as Claims), which includes handling/screening phone calls, e-mail, voicemails, faxes, and in-person inquiries for the Office of Claims Management. Responsible for assessing needs, independently preparing a response, or directing an inquiry/correspondence to the appropriate office/person for action.
• Perform a variety of duties in support of the Claims Department to meet daily operational needs, including composing/finalizing letters, reports, billing, and other business documents; maintaining the Claims Department's electronic calendar (e.g., preparing weekly agenda, scheduling/prioritizing appointments, making schedule changes to accommodate urgent matters, gathering appropriate materials in advance of meetings, and providing project status reports to ensure deadlines are met).
• Maintains incoming/out? going record of subpoenas received in Claims office. Responsible for distribution of subpoena letter to appropriate person and relaying of information related to deadlines. Copies records related to subpoenas for university legal counsel.
• Monitors and prints medical bills from UIC Health Services daily. Responsible for making sure proper medical information is attached and verification of billing charges to fee schedule is correct. Distributes paperwork to designated person in department for approval of medical payments. Secures any missing Information from UIC Health Services.
• Responsible for paying medical and legal bills approved by adjusters. Returns bills to vendors with a letter of explanation for non- payment (missing info, denied claims, etc.).
• Responsible for scanning all medical bills (except single office visits) to vendor for re-pricing to adopt the Illinois Workers' Compensation Commission fee codes. All copies must be date-stamped and tracked for confirmation of receipt. Screens all recoded bills returned to the Claims office, date stamps and matches recoded bills to the originals then submit to designated staff for approval of payment.
• Monitors routinely throughout each day the electronic mailbox for Medical Billing and Medical Reports. Prints copies of all confidential and sensitive information/reports and distributes to designated staff. Obtains missing information as requested and answers vendors' questions regarding payment issues.
• Monitors routinely throughout each day the Workers' Compensation electronic mailbox for reports of injuries and illnesses by employees. Prints copies of all confidential and sensitive information/reports and distributes to designated staff. Obtains medical information as requested and answers employees' routine questions regarding claim information.
• Picks up all payroll/child support checks and compensation settlements (that are not directly deposited) from payroll every other week. Distributes to designated staff members for review and mails as directed (certified, return receipt, etc.) to employees, legal counsel, Illinois State Disbursement Unit.
• Maintain office supply inventory and schedule repair work and/or routine maintenance of office equipment to ensure Claims operations are conducted with minimal interruption in service, including processing purchases via iBuy and preparing inventory control reports for review by the Director and other Claims staff.
• Perform other assigned duties appropriate for an Office Support Associate classification.

1.High school diploma or equivalent.

2.Any one or combination totaling eighteen (18) 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) or Associate's Degree (60 semester hours) equals eighteen months (18 months)

b.Work experience performing office/clerical activities, including the use of computer systems.

• Ability to apply knowledge about office procedures to effectively provide support and assistance in meeting Utilities dally operational needs.
• Knowledge of University guidelines set forth in the following publications/resources: Business and Financial Policies and Procedures Manual; The General Rules Concerning University Organization and Procedure; University of Illinois Statutes; Campus Administrative Manual; and Handbook for Good Ethical Practice for faculty and Staff at the University of Illinois.
• Knowledge of Banner and other database programs/applications to perform data entry that is accurate and completed in a timely manner.
• Advanced computer skills using Microsoft programs/applications including Word, Excel, Access, Outlook, PowerPoint, and Internet Explorer.
• Excellent keyboarding, grammar, and proofreading skills, with strong emphasis on accuracy and business writing techniques, to compose correspondence, produce reports, and prepare other business documents.
• Proficiency with office equipment, including photocopiers, printers, digital scanners, facsimile machines, multi-line phone systems, and calculators.
• Excellent verbal and written communication skills to interact effectively with University and departmental officials/staff and other internal and external persons seeking assistance from Utilities.
• Strong interpersonal skills that reflect courtesy, tactfulness, and respect toward others.
• Organizational skills to set up and maintain electronic and paper filing systems.
• Ability to work independently in alignment with general guidelines provided by the Director, and to exercise good judgment and discretion in handling correspondence/documents that contain confidential and sensitive information.
• Interest in learning about new office methods and computer trends/enhancements to increase knowledge and improve skills.
• Ability to multi-task and prioritize work accordingly to meet deadlines and appropriately respond to matters of urgency while staying on task with daily assignments.

This is a 100% full-time Civil Service 0846 - Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible. System Office jobs such as this one are not eligible for the Referral Program.

The budgeted hourly rate for the position is $20.48 to $22.61. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Applications must be received by 6:00 pm (Central Time) on October 4th, 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 Bree Smith at cbsmith@uillinois.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 accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu.

Requisition ID: 1038502

Job Category: Administrative Support

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