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Division Name: Academic Affairs
Department: Educational Administration & Foundations

Job Summary

The Illinois Center for Specialized Professional Support (ICSPS) seeks an energetic and engaged Administrative Aide to join our team. This role is pivotal in supporting the Center's multiple grants, where exceptional customer service and professionalism are paramount.

Why Join ICSPS?

• Be a Key Player: You'll be an essential team member, ensuring the smooth implementation of all ICSPS activities.
• Diverse Responsibilities: From supporting professional development events across Illinois and working in coordination with other university professionals, your role will be varied and impactful.
• Professional Growth: You'll assist with compliance, edit publications, update websites, and manage social media, gaining valuable skills and experience.
• Collaborative Environment: Work closely with the ICSPS Director and support all positions at ICSPS, fostering a collaborative and supportive work culture.

If you're passionate about making a difference and eager to contribute to our mission, we encourage you to apply for this position. Join us in supporting innovative projects and professional development across Illinois!

Additional Information

ICSPS is committed to creating, supporting, and delivering exceptional professional development for career, technical, and adult education professionals throughout Illinois. We provide vital technical assistance, develop insightful publications, and implement program improvement strategies that focus on transition, recruitment, retention, and completion, all while championing the success of special populations learners. Established in 1977 at Illinois State University, ICSPS operates within the Educational Administration and Foundations Department of the College of Education.

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 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. Bachelor’s degree or equivalent work experience.
2. Three to five years of relevant work experience.
3. Knowledge of Word Press, Joomla, OMA, and/or Touchnet.
4. The following skills and/or abilities:
   a. Excellent communication skills, verbal and written.
   b. Proven customer service skills and the ability to work with a diverse constituency.
   c. Strong computer skills, including Microsoft Word and Excel. Experience using Microsoft Office Suite, Microsoft Teams, and MachForm.
   d. Ability to work independently and collaboratively as part of a team.
   e. Ability to multitask and self-manage assigned projects and daily tasks in an environment with shifting priorities.
   f. Ability to work a flexible schedule, including traveling, and possessing a valid driver's license.
   g. Ability to adapt to changing needs and stay ahead of the curve.
   h. Operate with a high level of professionalism and meticulous attention to detail.

Work Hours

8:00am-4:30pm Monday through Friday, with occasional evening hours as business needs dictate

Functional Expectations

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

1. Effectively communicate on a daily basis.
2. Move about in various locations on and off campus as needed to complete day-to-day work

Proposed Starting Date

November 2025

Required Applicant Documents

Cover Letter

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.