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Division Name: Student Affairs
Department: Dean of Students

Job Summary

This position manages the operations of the Dean of Students (DoS) office and provides support services for the Dean on Duty, Parent/Family Services, and Commencement. The Administrative Aide supervises student clerical and receptionist staff and provides direct support to the Associate Deans, Students’ Attorney, as well as clerical and project support to DoS units. Indirect support is provided to DoS staff, graduate assistants, and student staff through serving as a resource. The Administrative Aide coordinates schedules for multiple programs, people, and committees.

Additional Information

The Dean of Students Office (DoS) includes eight unique units of staff located in three campus buildings. This position is one of two Administrative Aide positions in the central DoS office.
 
http://deanofstudents.illinoisstate.edu/ 

University Benefit Highlights:
- Insurance benefits, including health, dental, vision, and life
- Retirement and supplemental retirement planning options
- Tuition waiver benefits available to staff as well as their eligible dependents
- Paid holiday/administrative closures during Thanksgiving and Winter Breaks
- Paid benefit time

For more University Benefit information: https://hr.illinoisstate.edu/benefits/ 

Information regarding eligibility for participation in the State Universities Retirement System and the State of Illinois Group Insurance program can be reviewed here https://hr.illinoisstate.edu/benefits/insurance/ 

Salary Rate / Pay Rate

$20.40 - $24.00 per hour

Required Qualifications

1. High school graduation or equivalent.
2. Any one or any combination totaling five years (60 months) from the following categories:
   (a) college course work in business, finance, accounting or a related field:
   - 60 semester hours or an Associate's degree equals one year (12 months)
   - 90 semester hours equals two years (24 months)
   - 120 semester hours or a Bachelor's degree equals three years (36 months)
   - Master's degree or higher equals four years (48 months)
   (b) progressively more responsible general or specialized office experience which included aspects of supervising staff or job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Preferred Qualifications

1. Knowledge of office and division mission, office structure and staff responsibilities, university resources, student employment procedures, and basic supervision techniques.
2. Knowledge of student crisis/concern resolution resources and ability to discern routine from non-routine student concerns.
3. Receptionist skills.
4. Ability to communicate extremely well both in written and verbal form.
5. Ability to interact effectively and respectfully with diverse populations (e.g., different "customers" - vendors, faculty, parents, and the ISU student community).
6. Knowledge/ability to use the following software: Office365, Internet browsers, Outlook, and ISU student information system.
7. Ability to shift focus frequently and multi-task.

Work Hours

8:00am-4:30pm Monday through Friday

Functional Expectations

Must be able to complete the following with or without a reasonable accommodation:

1. Effectively communicate on a daily basis.
2. Remain at a workstation for extended periods.
3. Move about in various locations across campus as needed to complete day-to-day work.

Proposed Starting Date

November 2025

Required Applicant Documents

Resume
Cover Letter
Reference List

Please Note: These documents are required to be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Optional Applicant Documents

Transcripts - See Special Instructions to Applicants for additional options
Certification of Retirement Annuity

Please Note: These documents may be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Special Instructions for Applicants

Applicants for this position must be authorized to work in the U.S. without ISU sponsorship. Sponsorship for work authorization will not be considered for this position.

Please fully complete the entire application including, but not limited to, the education and work history portions. Be specific on your work history, including employment dates (if part-time you must list the number of work hours) and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position; however, it will be converted to a full-time equivalency to determine combined length of experience. Please do not put "see resume" in the duties and responsibilities section of the work history. This will be considered an incomplete application and incomplete applications will not be considered.

If you are using college or university coursework to qualify for this position, then college or university transcripts (may be unofficial) must be submitted prior to the application deadline to receive full consideration. Transcripts can either be uploaded with your application or submitted via the options listed below.

To be eligible for Veteran's Preference points on the exam, appropriate military service documentation such as a DD-214 must be submitted prior to the application deadline.

Transcripts and/or military service documentation may be faxed or mailed to Human Resources by the application deadline:

Fax: 309.438.0011, Attn: Kira Shelton
Address: Illinois State University
Human Resources
Campus Box 1300
Normal, IL 61790-1300

The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of applicant materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. After the application deadline, the names within the top three scores will be referred to the department for interview.

Contact Information for Applicants

Kira Shelton
Human Resources
kgshelt@ilstu.edu 
(309) 438-2120

Important Information for Applicants

This position is subject to a criminal background investigation and if applicable, an employment history review, based on University Policy 3.1.30 and any offer of employment is contingent upon you passing a satisfactory criminal background investigation and/or an employment history review. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Illinois State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

If you are an individual with a disability and need a reasonable accommodation under the Americans with Disabilities Act (ADA) or other state or federal law you may request an accommodation by contacting the Office of Equal Opportunity and Access at (309) 438-3383. The Office of Equal Opportunity and Access will hold any confidential information you provide in confidence.

If you are having difficulty accessing the system, please call Human Resources at (309) 438-8311.