Position Details

Position Information

Position TypeCivil ServiceClassification TitleAdministrative AssistantPosition's Functional TitleAdministrative Assistant to VP for Administration & FinancePosition Start DatePosition End Date (if temporary)Position Summary

The Administrative Assistant in the Office of the Vice President for Administration and Finance (VPAF) is responsible for performing a variety of duties in support of an efficient workflow in both offices. The successful candidate will coordinate and manage the business and/or administrative operations of the units, including interactions with the VPAF Directs Reports in Financial Services, Budget and Financial Planning, Procurement, ITS, Human Resources, the Department of Public Safety, and Facilities.

Essential Responsibilities:
Support the VPAF to ensure an efficient workflow.
Receive and screen visitors and telephone calls while maintaining confidentiality.
Calendaring.
Coordinate meetings with various constituents across campus, including room reservation, catering, and IT support when necessary.
Ensure that electronic and paper files and records are maintained in accordance with legal requirements and GSU policies and procedures.
Coordinate and/or facilitate special projects as needed.
Coordinate and staff meetings as required.
Minute taking.
Ability to provide office management and clerical services for the department; examples (not all inclusive) opening and distributing mail, scheduling meetings, filing system upkeep, supply ordering, preparing travel reimbursements, preparing purchase orders, and processing invoices.

Other Responsibilities:
Demonstrates knowledge and good judgment in matters of University policies and procedures.
Maintains a high level of confidentiality and professionalism.
Assists with questions and problem solving courteously and promptly.
Maintain Unit’s Property Control.

Competencies:
Customer/Client Focus
Excellent oral, written, and electronic communication skills
Problem Solving and Analysis
Confidentiality
Technical Capacity

Supervisory Responsibility:
This position has no supervisory responsibilities.

Compensation:
Annual salary starts at $41,808 and is subject to more depending upon education and experience.

Minimum Qualifications

REQUIRED ATTACHMENTS:

HIGH SCHOOL DIPLOMA/EQUIVALENT AND/OR COLLEGE TRANSCRIPTS
(See “Special Instructions to Applicants” section below)

1.High school graduation or equivalent and
2.Any one or any combination totaling five (5) years from the following categories:

A.College course work in business, finance, accounting or a related field:
1. Associate’s degree or sixty (60) semester hours equals one (1) year.
2. Ninety (90) semester hours equals two (2) years.
3. Bachelor’s degree or 120 semester hours equals three (3) years.
4. Master’s degree or higher equals four (4) years.

B.Progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles.

As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2A/2B above.

Preferred Qualifications

Bachelor’s degree in Business, Higher Education, Communications or related field.
Minimum of three years of progressive professional responsibility for office management in an executive suite environment.
Computer proficiency in Windows environment.
Ability to complete multiple tasks and a high volume of work.
Mature, professional attitude and appearance.
Openness to continued learning and upgrading of skills.
Experience in a public higher education institution.
Colleague experience.

Posting Date08/16/2019Closing Date08/26/2019Open Until FilledNoPosting NumberCS0353PType of SearchExternalQuicklink for Postinghttp://employment.govst.edu/postings/4679Employee IDDepartmentSpecial Instructions to Applicants

All Civil Service positions at Governors State University require an exam. The exam type for this position is a Credentials Assessment. Applicants are not required to report in person for this exam. You will receive your examination score via email within 2 weeks after the closing date.

This position requires Illinois residency within 180 days of the hire date.

Credentials Assessment Exam Scoring Information:

In order to be considered for this position, applicants are required to provide documentation that verifies that the minimum qualifications of this Civil Service position have been met. The required documents that are submitted in the online application (cover letter, résumé, high school diploma/transcript, and college transcripts, which show the conferred graduation date and earned degree), as well as any included other/optional documents will be reviewed and/or used in the scoring of the Credentials Assessment. These documents must be uploaded prior to the position closing date.

When completing your online application, please be sure to provide detailed information about your work experience, including dates of employment, applicable full-time and part-time employment, and specific duties and responsibilities.

Diplomas/Transcripts/Licenses/Certifications MUST be uploaded electronically to your online application. Due to the high volume of applications received, only college transcripts submitted/attached electronically to this posting will be used for the review and the consideration of this vacancy.

If you are a Veteran, you may be eligible to receive Veteran’s Preference Points on a passing examination score, by submitting proof of eligibility to the Department of Human Resources, such as a copy of your DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves) no later than the closing date of this posting.

Please attach a list of three professional references.

For fullest consideration, the above mentioned requirements must be submitted no later than the closing date of this posting.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Required DocumentsRequired Documents

1. Resume
2. Cover Letter
3. Transcripts
4. List of References

Optional Documents

1. Other
2. Other2
3. Other3
4. Other4
5. Other5