Search Postings

Title: Office Administrator
Division Name: University Advancement
Department: Advancement & Foundation Operations

Job Summary

This position provides a variety of administrative assistance related to the daily activities of Advancement Operations within University Advancement. Provides high level clerical support for Advancement & Foundation Operations, including assisting with administrative duties, budget, administrative tasks for Advancement & Foundation Operations, and project management. Serves as the assistant for the Chief Operations Officer for University Advancement & Foundation.

Works independently on tasks involving daily routine duties and manages concurrent projects and multiple responsibilities at once. Requires in-depth knowledge of the organization, programs, policies, and procedures of the unit, and ability to exercise good judgment and personal initiative. Must be proficient in using the alumni and friends database Ascend and other software packages such as Word, Excel and Access.

This position may work with the public and must interact well with persons from diverse backgrounds while providing good customer service.

Additional Information

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

$20.11 - $25.36 per hour

Required Qualifications

1. High school diploma or equivalent.
2. Any one of the following from the categories below:
A. Four (4) years (48 months) of work experience comparable to the third level of this series. This includes work such as performing a wide variety of office support tasks, which require the use of judgment and initiative and the ability to operate computer systems, using word processing, database and software packages.
B. Two (2) years (24 months) of work experience comparable to the fourth level of this series. This includes work such as performing highly specialized administrative support duties. In-depth knowledge of the organization, programs, policies, and procedures of the unit is essential to the performance of the duties, along with the ability to use good judgment, the ability to operate computer systems, using word processing, database, and software packages, and to exercise discretion in handling sensitive and confidential information.

Preferred Qualifications

1. Computer proficiency including Microsoft Office tools (Outlook, including calendar management, Word, Excel, PowerPoint), Agresso, Agilon ONE, and Datatel.
2. Understanding of database fundamentals including record management and coding data.
3. Knowledgeable, competent, productive employee whose performance helps to ensure a smooth functioning office.
4. The incumbent must be able to work well with others and adapt to changing priorities, enabling them to adapt quickly from one task to another.
5. Must be self-directed and have good problem solving skills, enabling them to make decisions based on established processes and procedures.
6. Confidentiality is required; the ability to determine whom, what, and how much information is to be released is necessary.
7. Flexibility is extremely important. Frequent interruptions occur during the day, so the employee needs to be able to stop and pick up where they left off quickly and easily.
8. Incumbent needs to display a high level of independence in accomplishing job duties.
9. Incumbent must be capable of interacting with a variety of individuals, both internal and external to the department and the University.
10. Incumbent must be able to effectively communicate both verbally and in writing.

Work Hours

8:00am to 4:30pm, Monday through Friday

Functional Expectations

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

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

Proposed Starting Date

December 2025

Required Applicant Documents

Resume

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

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

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

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.

Transcripts (can be unofficial) must be submitted prior to the application deadline to receive maximum eligible points on the exam. Copies 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.

Fax: 309.438.0011, Attn: Breanna Crippen
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.

Illinois State University is authorized to do business within the State of Illinois. All work under this appointment is required to be performed from within the State of Illinois.

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.

Contact Information for Applicants

Breanna Crippen
Human Resources
309-438-8315
bcplese@ilstu.edu 

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.