Position Type:

Civil Service

Classification Title:

Administrative Assistant

Position's Functional Title:

Administrative Assistant

Position Summary:

Governors State University Social Work department is seeking to hire an Administrative Assistant to be responsible for performing a variety of administrative support duties for the Social Work Department. Duties include but are not limited to performing general office support functions such as answering phones, greeting guests and data entry. The Administrative Assistant will assist in the support of the BSW, MSW and Field divisions of the department, ensuring the efficiency of all office operations, including records organization and management, monitoring and reporting.

Responsibilities include:

40% Office Administration • Organize events on behalf of department including coordinating with outside vendors to ensure services and goods are available. • Inventory and order supplies for the needs of the department. • Maintain and schedule appointments for the Chair. • Exercise agreed on autonomy when executing departmental policies, procedures and practices. • Manages all clerical and secretarial functions in the office. Also maintain all office operations in the Chair’s absence. • Reserves space and organizes the arrangement of meetings or classrooms effectively (reserves food, send invites, collect monies, etc.). • Makes travel arrangements when needed for Chair and faculty. • Oversee collection and processing of time sheets for Faculty, staff and student workers. • Process all requisitions/invoices/DPVs, and supply orders utilizing an office information system. • Organize, maintain and storage of student records, both digital and paper files. • Reconciles budget activities to maintain solvency. • Create and maintain student and faculty records and files. • Provide operational support for BSW/MSW & Field Education Office. • Input course schedule and instructors. 35% Special Assignment/Project Oversight • Monitor and create reports in relation to the Field Education database. • Monitor and track the MSW Admissions processes through SLATE. • Oversee MSW admission database and provide timely reporting on tracking student movement through MSW Admissions. • Actively communicate with prospective students to ensure efficient navigation of the MSW Admissions policy and procedures. • Supervise and monitor full time staff member, extra-help staff, graduate/research assistants and student workers. Overseeing administrative functions which are characterized by decision making discretion. • Monitor and prepare reports Departmental Web Content needs. • Research and gather data for reports and correspondence. • Compose memorandums, correspondence, and requisitions etc. for faculty, staff and students with Chair’s approval. 25% Public Contact/Liaison • Greets and directs referral to address the needs presented by students, visitors, applicant s, faculty and staff. • Act as liaison for department when working with university, departments and outside agencies in trouble shooting when needed, in the processing of requisitions, organizing meetings/events, etc. • Attend various committee meetings providing input and reporting updates back to the department. • Consult with Business Office and Procurement to resolve budgeting and financial issues.
Salary Range: $43,816.50 – $49,491.00.
(This is a non-unionized position. Salary starts at the base and is determined based on Education and Experience exceeding the minimum qualifications).

Minimum Qualifications:

REQUIRED: DOCUMENTATION CONFIRMING HIGH SCHOOL COMPLETION OR EQUIVALENT MUST BE ATTACHED FOR CONSIDERATION OF THIS POSITION, COLLEGE/UNIVERSITY TRANSCRIPTS MAY BE SUBSTITUTED (See “Special instructions to applicants” section below).

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 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

For more details, visit: https://www.sucss.illinois.gov/pages/classspec/Detail.aspx?tblClassIndexID=3325.

Preferred Qualifications:

Baccalaureate Degree preferred
Three years of administrative support office experience
Prior experience supervising student workers

Posting Date:

08/18/2021

Closing Date:

09/18/2021

Open Until Filled:

No

Posting Number:

CS0551P

Type of Search:

External

Quicklink for Posting:

https://employment.govst.edu/postings/6183

Special Instructions to Applicants:

DOCUMENTATION REQUIREMENT: For consideration, applicants are required to attach the following:
1: Documentation confirming High School completion or equivalent (COLLEGE/UNIVERSITY TRANSCRIPTS MAY BE SUBSTITUTED).
2: Online Application – Must be fully completed, include all dates of employment, employment status (full-time or if part-time, include percentages), job duties and responsibilities (full details)3: Cover Letter 4: Resume5: A list of three Professional References RESIDENCY REQUIREMENT:
Illinois residency required within 180 days of the hire date. CREDENTIAL ASSESSMENT EXAM DETAILS:
This vacancy involves a Credential Assessment Examination which consist of a review and rating of the applicants Education, Experience, Licenses, and other qualifications. Applicants are required to provide electronic documentation as listed above to verify that the minimum qualifications for this position has been met. VETERAN’S PREFERENCE POINTS:
Veterans may be eligible to receive additional points on a passing final examination score. To determine eligibility, submit one of the following documents to the Department of Human Resources: 1: Department of Defense – DD214/DD215 2: National Guard – NGB22 Form

3: Discharge Orders

4: Reserves – DD256 Discharge Certificate

Note: Must be received by the closing date of this posting.