Administrative Aide - Illinois Public Media (148304)

University of Illinois at Urbana-Champaign
Champaign, IL
Closing date
Jul 28, 2021

Job Details


Administrative Aide

Illinois Public Media

University of Illinois - Urbana Champaign

The University of Illinois is an Equal Opportunity, Affirmative Action employer that recruits and hires qualified candidates without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability or veteran status. For more information, visit

Primary position function/summary: The Administrative Aide serves as assistant to the Executive Director of WILL-Illinois Public Media (IPM), assists the Executive Director in developing and implementing policies concerning IPM’s mission, coordinates administrative matters for the unit and assists in integrating the work of several subunits.

Major duties/responsibilities:

For Executive Director

  • Serves as assistant and performs administrative duties for the IPM Executive Director. Uses initiative in timing and scheduling appointments/meetings based on the importance and sensitivity of the issues to be discussed; assists the Executive Director in effective time management. Manages an active calendar of appointments; composes and prepares correspondence; arranges travel plans; compiles documents for business meetings; communicates on behalf of the EO with Community Advisors, donors, staff and others on matters related to EO’s initiatives.
  • Provides information to members of the Leadership Team and gathers information for Executive Director’s consideration.
  • Undertakes research tasks for the Executive Director and drafts reports as indicated.

For Illinois Public Media:

  • Provides donor correspondence for Development Director; manages donor mail merge letters on a weekly and monthly basis.
  • Acts as liaison for various unit-wide operations, including coordinating, researching, budgeting and overseeing building projects with Facilities and Services’ construction services. Oversee upkeep of Campbell Hall, which includes cleaning, maintenance and emergency services. Coordinates the development and implements of IPM emergency policies and procedures. Manages leased station vehicles, including disbursement, accident reports, annual reports driver approval, maintenance and 24-hour parking spaces.
  • Coordinates all-staff meetings, quarterly Community Advisors’ meetings. Initiates frequent contact with CA members in the course of their committee assignments. Distributes monthly electronic newsletter to the CA.
  • Supports HR activities by assisting with logistical details of staff recruitment and interview process
  • Supervises staff employees. Supervises receptionist, student employees, as well as Extra Help employees. Identifies and implements staff training as necessary and budget allows.
  • Serves as assistant to the IPM leadership team in administrative, communication, scheduling, and grant and contract responsibilities. Arranges, participates and records notes for weekly Leadership Team meetings.
  • Assists Business staff by recording and/or reconciling p-card transactions and TEM activity.
  • Monitors and ensures compliance with unit, University, and FCC and CPB policies.
  • Arranges meetings between IPM personnel and community groups; on request, participates and takes notes in these meetings.
  • Acts as Technology Services Unit Coordinator.
  • Oversees the analysis, design, and implementation of IPM office information systems and standard office equipment. Researches and order office equipment and furniture.
  • Coordinates FCC license renewal process for WILL-TV and WILL AM-FM stations. Manages annual FCC ownership and adverse adjudication reports by the Board of Trustees office and Legal Counsel, respectively. Maintains and updates the FCC-mandated Public Inspection File on the FCC website.
  • Prepares, submits, reviews and monitors the annual Staff Resources budget.


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:

  • 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 a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

    Knowledge, skills and abilities required: A thorough knowledge of office administration principles, practices, methods and techniques is required. Knowledge of the administrative structure and policies and procedures of the University is essential. Excellent administrative and office skills and a high regard for public image are required, as well as the ability to communicate effectively verbally and in writing. Knowledge of applicable FCC and Corporation for Public Broadcasting policy and procedures is required within the first year. Because of the confidential and sensitive nature of the work, discretion and professionalism is required. Accuracy, reliability and timeliness are required and expected. Courtesy, helpfulness and a friendly demeanor, as well as a sense of humor, are important to success. The Administrative Aide must have a good working knowledge of Microsoft Office software, internet browser and software particular to IPM and University of Illinois fundraising. The Administrative Aide must also have working knowledge of scheduling, presentation, and productivity software and applications. (Like Zoom, Slack, etc.)

    Environmental demands: The office environment is an active one as the facility includes radio, television, on-line, development and engineering staff. Occasional work or meeting attendance outside of the office is required. While the ambiance of the office is occasionally hectic, it is important that the Administrative Aide provide a model of professional competence for others.


    This is a full-time Civil Service Administrative Aide position appointed on a twelve (12) month service basis. The expected start date is as soon as possible after the closing date. Salary is commensurate with experience and qualifications.

    To Apply:

    Applications must be received by July 28, 2021 Apply for this position using the “Apply for Position” button below. If you have not applied before, you must create your candidate profile at If you already have a profile, you will be redirected to that existing profile via email notification. To complete the application process:

    Step 1) Submit the Staff Vacancy Application.

    Step 2) Submit the Voluntary Self-Identification of Disability forms.

    Step 3) Upload the following required documents:

    • cover letter
    • resume (months and years of employment must be included)
    • academic credentials (unofficial transcripts or copy of diploma may be acceptable) for all degrees attained
    • names/contact information for three references

    In order to be considered as a transfer candidate, you must apply for this position using the “Apply for Position” button below. Applications not submitted through this website will not be considered. For further information about this specific position, contact Cassandra Kenton [email protected]. For questions about the application process, please contact 217-333-2137.

    The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. Convictions are not a bar to employment. Other pre-employment assessments may be required, depending on the classification of Civil Service employment. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility. The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment

    College Name or Administrative Unit:College of Media Category:2-Administrative Title:Administrative Aide - Illinois Public Media (148304) Open Date:07/14/2021 Close Date:07/28/2021 Organization Name:IPM Administration


    Since its founding in 1867, the University of Illinois at Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement.


    A talented and highly respected faculty is the University's most significant resource. Many are recognized for exceptional scholarship with memberships in such organizations as the American Academy of Arts and Sciences, the National Academy of Sciences, and the National Academy of Engineering. 

    Our faculty have been awarded Nobel Prizes, Pulitzer Prizes, and the Fields Medal in Mathematics.The success of our faculty is matched by that of our alumni: 11 are Nobel laureates and another 18 have won Pulitzer Prizes.

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    Academic resources on campus are among the finest in the world. The University Library is one of the largest public university collections in the world with 11 million volumes in its 37 unit libraries. Annually, 53,000,000 people visit its online catalog. Students have access to thousands of computer terminals in classrooms, residence halls, and campus libraries for use in classroom instruction, study, and research.


    Students and scholars find the University an ideal place to conduct research. The Beckman Institute for Advanced Science and Technology is a model for interdisciplinary research, where eighteen research groups from sixteen University departments work within and across three broadly defined themes: biological intelligence, human-computer intelligent interaction, and molecular and electronic nanostructures. The University is also home to the National Center for Supercomputing Applications (NCSA).

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    The University has a fundamental commitment to undergraduate education. Nearly 28,000 undergraduate students are enrolled in nine undergraduate divisions, which together offer some 4,000 courses in more than 150 fields of study.

    Undergraduate admission is highly selective. In the 2001 freshman class, students in the middle 50% had ACT scores between 25 and 30 and ranked between the 83rd and 96th percentiles of their high school graduating classes.

    The University enrolls over 9,000 graduate and professional students in more than 100 disciplines. It is among the top five universities in number of earned doctorates awarded annually in the United States.

    Also integral to the University's mission is a commitment to public engagement. Each year about 65,000 Illinois residents participate in scores of conferences, institutes, courses, and workshops presented statewide. Research and class projects take students and professors off campus to share expertise and technical support with Illinois farmers, manufacturing firms, and businesses. In a typical year, student volunteers log more than 60,000 volunteer hours.

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    A major center for the arts, the campus attracts dozens of nationally and internationally renowned artists each year to its widely acclaimed Krannert Center for the Performing Arts. The University also supports two major museums: the Krannert Art Museum and Kinkead Pavilion; and the Spurlock Museum, a museum of world history and culture. 

    Other major facilities include the multipurpose Assembly Hall (16,500 seats); Memorial Stadium (70,000 seats), site of Big Ten Conference football games; and the Intramural-Physical Education Building, one of the largest recreational facilities of its kind on a university campus.

    Inclusive Illinois, one campus, many voices

    Inclusive Illinois is the University’s commitment to cultivating a community at Illinois where everyone is welcomed, celebrated, and respected. Illinois is about how we value difference to make a difference.

    As evidence of the University’s commitment to enhance the working, living, and learning environment for faculty, staff, and students, the University will encourage a standard of conduct and behavior that is consistent with the values of inclusivity. In an environment of inclusivity, there is no place for acts of hatred, intolerance, insensitivity, bigotry, threats of violence, harassment or discrimination.

    Inclusive Illinois, one campus, many voices

    Inclusive Illinois is the University’s commitment to cultivating a community at Illinois where everyone is welcomed, celebrated, and respected. Through education, engagement, and excellence, each voice creates the Inclusive Illinois Experience.

    How can we appreciate difference to make a difference?

    Illinois is the place where we embrace difference. We embrace it because we value it. We value it because we know that we have so much to learn from each other in our living, learning, and working environment.

    Illinois is the place where we recognize the power of possibility and where great potential is realized. Inclusive Illinois is the vision of that place: a vision made real by leadership and commitment.

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    It is a process. It is transformative. And we celebrate the remarkable changes we set in motion here … taking an important step … crossing boundaries … starting with our own.

    It all starts with each of us: with our willingness to embark on the journey in the search for answers, and with our openness and acceptance of the answers we find. Illinois is the place where it all comes together.

    Learn more about how Inclusive Illinois promotes diversity here.

    Commitment to Equal Opportunity

    The commitment of the University to the most fundamental principles of academic freedom, equality of opportunity, and human dignity requires that decisions involving students and employees be based on individual merit and be free from invidious discrimination in all its forms, whether or not specifically prohibited by law. Among the forms of invidious discrimination prohibited by the University policy but not law is discrimination, including harassment, on the basis of sexual orientation. Complaints of invidious discrimination in violation of University policy are to be resolved within existing University procedures. The policy of the University of Illinois is to comply with all federal and state nondiscrimination, equal opportunity, and affirmative action laws, orders, and regulations. The University will not engage in discrimination or harassment against any person because of race, color, religion, sex, national origin, ancestry, age, marital status, disability, unfavorable discharge from the military, or status as a disabled veteran or a veteran of the Vietnam era. This nondiscrimination policy applies to admissions, employment, and access to and treatment in University programs and activities

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