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Title: Extra Help Administrative Assistant
Division Name: Academic Affairs
Department: School of Communication

Job Summary

Support the Business Manager with tasks including but not limited to:
• Administering and awarding student scholarships
• Assisting with logistics of events (e.g., scholarship reception every fall, professional development sessions throughout the school year) including copying materials, ordering giveaways, submitting event details to the university calendar, reserving rooms, finalizing parking, ordering food, providing day-of assistance
• Using Cognos to provide donor information when requested
• Administering the course evaluation process each semester and summer
• Compiling announcements and creating/distributing Monday Notes
• Coordinating and updating the School calendar as necessary, posting updates and events to bulletin board
• Maintaining a current merchandise site
• Printing for faculty and for special projects
• Completing GTA, summer, and overload contracts
• Writing, updating, and distributing TT faculty assignment letters
• Completing and submitting instructional capacity requests to the College
• Compiling and submitting AEF requests to the College
• Facilitating the logistics of faculty position searches

Support the Director with tasks including but not limited to:
• Coordinating faculty award cycles to solicit and organize submitted materials
• Coordinating undergraduate awards
• Maintaining accurate databases of faculty and staff office hours, contact information, and accomplishments
• Compiling data for annual report
• Helping to communicate with and organize events for the advisory board
• Soliciting and organizing materials for annual TT, NTT, AP and CS evaluation processes
• Soliciting and organizing materials for TT faculty ASPT processes
• Work with Director and Associate Director on Birds Give Back and other fundraising planning and implementation

Additional Information

Benefits include time away from work for eligible employees and the option to participate in the University’s 403(b) Plan.

Salary Rate / Pay Rate

$20.00 per hour

Required Qualifications

1. Bachelor's degree
2. One (1) year (12 months) of work experience in administrative operations, event management, communication, or a closely related field 
3. Excellent communication skills
4. Computer skills including proficiency in Microsoft Word, Excel, and Outlook
5. Excellent organizational skills, as well as a professional, personable and mature attitude
6. Must be a self-starter and demonstrate the ability to work with little supervision

Work Hours

Monday through Friday, 8am to 4:30pm. Up to 28 hours per week.

Functional Expectations

Must be able to complete the following 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

June 2026

Required Applicant Documents

Resume
Reference List
Transcripts - See Special Instructions to Applicants section for additional options

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

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.

Extra Help employees may only work up to 28 hours per week for all University employment and are paid for hours worked only. Extra Help employment does not guarantee permanent placement. Extra Help employees may only work up to 900 total hours.

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

Mackenzie Chapman
Human Resources
309-438-3092
mrchap1@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.