Administrative Aide

Job description

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Job No: 510375
Work Type: On Campus
Location: Normal, Illinois

Title: Administrative Aide

Department: Vice President Student Affairs

General Summary

This position serves as administrative support to the Assistant Vice President for Student Affairs, Assistant Vice President for Business Operations, and as needed for additional staff in the Office of the Vice President for Student Affairs.

In the absence of the Business Administrative Associate (Executive Administrative Associate), this position provides oversight of the daily operations of the Office of the Vice President for Student Affairs including supervision of student employees.

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: (transcripts required - may be unofficial)
- 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

Desired Qualifications

1. Thorough knowledge and understanding of university policies and procedures.
2. Ability to relate well with external constituencies and provide excellent information services to students, administrators, and faculty.
3. Ability to perform work with diplomacy, accuracy, and thoroughness, and the ability to see the big picture relative to events planning; arrange and assign tasks so that purposes are achieved.
4. Self-motivation as work is performed without direct supervision. Excellent time management and problem solving skills. Ability to prioritize numerous projects with different deadlines.
5. Excellent written and oral communication skills as well as the ability to work independently, take initiative, exercise good judgment, and manage what can be at times a stressful work environment.
6. Ability to exercise a high degree of confidentiality, professionalism, dependability, and accuracy.
7. Working knowledge of word processing, database creation and management, spreadsheets, calendaring, email, the University's student information system, and the use of various office machines (i.e. copier, fax machine, etc.). Familiarity with Web content management programs.
8. Proficiency in the use of the Internet as a research tool.
9. Experience with hiring, supervising, and training student staff.

Work Hours

Monday - Friday - 8:00 a.m. - 4:30 p.m.

Mandatory Physical Requirement

Must be able to complete the following with or without a reasonable accommodation:
1. Ability to effectively communicate on a daily basis.
2. Ability to work for extended periods at computer workstation.
3. Ability to use a computer in day-to-day work (i.e. type on a keyboard and use a mouse).
4. Ability to conduct or attend meetings in various locations across campus.
5. Ability to maintain a high level of concentration.
6. Ability to perform sedentary work involving sitting the majority of the time.

Proposed Starting Date

November 2020

Salary Rate / Pay Rate

$18.67 - $24.26/hour

Required Applicant Documents

Cover Letter
Reference List (3 professional references including name/title/contact information (phone number and email)

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

Certification of Retirement Annuity
Transcript (may be unofficial)

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

For full consideration, the application and all supplemental information must be submitted on-line. Please complete the entire employment application including the education and work history background. 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.

The employment application NOT the resume/cover letter, will be reviewed to determine if applicant meets minimum qualifications. Please be complete in the duties and responsibilities section for each position listed.

Required documents include a cover letter, resume and a reference list of three professional references including name/title/contact information (phone number and email). You must attach the required documents at the time of application.

The Civil Service examination for this classification is based on your application materials. 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.

Copies of transcripts (may be unofficial) must be submitted by deadline date in order to receive full consideration for this position. Transcripts may be submitted on-line or to the address/fax listed below.

Other documentation such as DD214 paperwork must be faxed, mailed, or delivered to Human Resources prior to the closing of the posting in order to receive the maximum eligible points:

Fax: 309.438.0011, Attn: Colette Homan
Address: Illinois State University
Human Resources
Campus Box 1300
Normal, IL 61790-1300

Contact Information for Applicants

Colette Homan
Human Resources
[email protected]

Important Information for Applicants

If this position is Security Sensitive or if you are subject to a criminal background investigation based on University policy, employment is contingent upon you passing a satisfactory criminal background investigation. 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.

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.

Application Opened: 10/09/2020 06:00 PM CST
Application Closes: 10/23/2020 11:55 PM CST




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Job No:
Posted: 10/11/2020
Application Due: 10/23/2020
Work Type: