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Title: Administrative Aide
Division Name: Academic Affairs
Department: University College

Job Summary

The Administrative Aide serves as the assistant to the Director of University College and assists the Leaders within University College structure with some administrative processes. However, the special focus of this position is on budgeting and all related work connected to the budgeting process at Illinois State. This position oversees the University College administrative suite walk in traffic. Serves as backup to the primary University College number. This position serves as a liaison between departments and other constituencies on campus, manages the operational and personnel budget (including budget transfers and itemizing record of expenditures), and assists in planning various aspects of projects and programs, and schedules meetings, that are often complex in nature.

This position requires a high level of confidentiality, dependability, and accuracy. The incumbent must be familiar with academic procedures, deadlines, office procedures in order to balance work priorities. Technical skills are needed to maintain various student information databases, perform routine tasks such as email and colleague and budget center transactions. This position requires attention to detail and flexibility as multitasking is expected.

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

$20.40 - $26.13 per hour

Required Qualifications

1. High school graduation or equivalent

2. Any one or any combination totaling five (5) 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 (1) year (12 months)
- 90 semester hours equals two (2) years (24 months)
- 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
- Master's degree or higher equals four (4) 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. Professionalism, flexibility to changing demands and deadlines, and the ability to coordinate multiple projects at once is essential to the success of the office.
2. Supervisory and administrative abilities.
3. Thorough knowledge and understanding of and the ability to articulate and analyze various University policies and procedures as well as programs such as Academic Good Standing, Academic Warning, Academic Probation/Reinstatement, Project Success, Academic Dismissal, and the New Start admission policy.
4. Working knowledge of word processing, database creation and management, spreadsheets, calendars, email, student information systems, etc.
5. Clear understanding of FERPA.
6. Proficient in the use of various office machines (i.e. copier, fax machine, etc.).
7. Self-motivation as work is performed essentially without direct supervision.
8. Excellent customer service skills, the ability to assists in complex matters, excellent time management skills, and the ability to prioritize numerous projects with different deadlines.
9. Ability to problem solve while working independently with various staff at all levels of the University.
10. Excellent written and verbal communication skills.
11. The ability to work independently, take initiative, exercise good judgment, and manage what can be at times a stressful work environment.

Work Hours

Monday - Friday 8:00 a.m. - 4:30 p.m. or 7:30 a.m. - 4:00 p.m. (hours to be decided upon hire)

Functional Expectations

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

1. Remain at a workstation for extended periods.

2. Effectively communicate on a daily basis.

Proposed Starting Date

January/February 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 section 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

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.

College or university transcripts (may be unofficial) must be submitted prior to the application deadline in order to receive full consideration. Transcripts can either be uploaded with your application or submitted via the options listed below. In order to be eligible for Veteran's Preference points on the exam, appropriate military service documentation, such as a DD214, must be submitted prior to the application deadline.

Transcripts and/or DD-214 paperwork may be faxed or mailed to Human Resources by the application deadline:

Fax: 309.438.0011, Attn: Colette Homan
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. If hired, out-of-state candidates must establish Illinois residency within 180 calendar days from the start date for this position. Illinois residency requires proof of a valid Illinois driver’s license or a valid State of Illinois ID card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.

Contact Information for Applicants

Colette Homan
Human Resources
309-438-8848
cshoman@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/Affirmative Action 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.