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Division Name: Academic Affairs
Department: Graduate School

Job Summary

The Thesis and Dissertation Associate’s role is to complete formatting checks for thesis and dissertation submissions each semester and provide students and committee members with feedback of required corrections to adhere to Graduate School and University guidelines. This position is also responsible for maintaining accurate records related to student progress milestones, providing workshops on the thesis/dissertation process, and processing final submission of thesis and dissertation documents. This individual will provide support to students and faculty by serving as the point of contact for thesis and dissertation related questions.

Additional Information

The Graduate School fosters high quality graduate education at Illinois State University through strategic leadership and administration, providing services for students and faculty, and serving as a valued resource to the greater University community. Illinois State University is classified as a Carnegie Doctoral/Research institution.

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

$20.61 - $24.78 per hour, combined with an excellent benefit package

Required Qualifications

1. Bachelor’s or equivalent degree
2. Knowledge of APA and MLA style formats
3. Extensive understanding of the creation and editing of all sections of advanced research papers, charts, and graphs using Word
4. Advanced computer knowledge and skills, including working with Word, Excel, and database software
5. Excellent organizational skills with the ability to carry out projects and daily assignments in a timely, efficient, accurate, and independent manner
6. Experience with managing several projects at once, with coinciding deadlines.

Preferred Qualifications

1. Excellent oral and written communication using correct grammar, correct spelling, and mature and professional style
2. Strong customer service and interpersonal skills and the ability to work with faculty, students, and the public under pressure
3. Ability to work with interruptions in a multi-functional office
4. Prompt, reliable, and professional at all times
5. Detail oriented
6. Ability to handle sensitive documents with discretion and judgment

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.

Proposed Starting Date

February 2026

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.

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.