Job Description

Division Name: Academic Affairs
Department: Educational Administration & Foundations

Job Summary

The primary responsibilities of this position are to facilitate administrative operations and maintain the department budget for the Department of Educational Administration and Foundations. The position coordinates office operations, departmental communications, and academic and personnel processes; supervises student employees; and serves as the primary administrative liaison with college and university offices. The position also monitors departmental budget accounts, pays all departmental bills, creates detailed reports for the College of Education administration, processes reimbursements, and reconciles expenditures against allocated funds, flagging discrepancies or budget concerns to the department chair. The position applies university policies and procedures to resolve routine operational issues and keeps the department chair and leadership team informed on operational matters requiring their attention. In addition to these primary responsibilities, this position serves as a member of the College budget team and contributes to college-wide strategic planning, special projects, and cross-functional initiatives that support the College’s goals.

Additional Information

https://education.illinoisstate.edu/ 

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 - $23.25 per hour

Required Qualifications

1. High school graduation or equivalent
2. Any one or any combination totaling 1.0 unit of the following:
   - Four (4) years (48 months) of work experience comparable to the third level of this series = 1.0 unit. This work includes 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. Knowledge of the organization, programs, practices and procedures of a department/unit is central to the performance of the duties.
   - Two (2) years (24 months) of work experience comparable to the fourth level of this series = 1.0 unit. Function as an agent of the unit or organization by performing highly specialized administrative support duties. An in-depth knowledge of the organization, programs, policies and procedures of the unit/department is essential to the performance of the duties. Ability to use good judgment, operate computer systems, using word processing, database and software packages, and to exercise discretion in handling sensitive and confidential information.

Preferred Qualifications

1. Organized and capable of supporting the planning, coordinating, and implementation of projects and events.
2. Demonstrated advanced Excel proficiency, experience with other Microsoft Office applications, and knowledge of automated processing systems.
3. Ability to:
   a. perform work within assigned deadlines with accuracy, confidentiality, and attention to detail
   b. relate well with external constituencies and provide excellent information services to students, administrators, and faculty
   c. develop and maintain strong working relationships with colleagues
   d. act with discretion when handling sensitive or confidential information

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

Proposed Starting Date

August 2026

Required Applicant Documents

Transcripts - See Special Instructions to Applicants 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"

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.

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.

Military service documentation may be emailed, faxed, or mailed to Human Resources by the application deadline:

Email: kgshelt@ilstu.edu 
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.

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.

Sponsorship: Applicants for this position must be currently legally authorized to work for Illinois State University in the United States. Illinois State University will not sponsor or take over the sponsorship of an employment visa for this opportunity. Illinois State University is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Illinois State University.

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.