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Administrative Assistant

Employer
Governors State University
Location
University Park, IL

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Job Details

Position Type:

Civil Service

Classification Title:

Administrative Assistant

Position's Functional Title:

Administrative Assistant

Position Summary:

The Administrative Assistant for the Center for Student Engagement & Intercultural Programs will work with Executive Director to oversee administration functions, which includes coordinating, decision making discretion and responsibilities. The position job responsibilities include high impact activities that affect all departments and colleges in the University in addition to managing and reconciling several budgets (departmental and clubs/organizations).

Essential Responsibilities:
20% Manages budget activities (e.g. prepares budget projections for the fiscal year, plans
distributions, approves and maintains accounts, approves budget transfers and conducts
budget reconciliations); maintains itemized recording of expenditures, prepares
expenditures reports and monitors and tracks fiscal year project allocations. Reviews,
evaluates, develops, and interprets University and departmental policies and operational
procedures. Extensive training in Colleague for budgetary and expenditure transactions
and student compliance verification. Monitors and reports weekly regarding all unit
accounts/budgets; Maintain student fee activity fund accounts, balances, inquiries, and
reports in collaboration with Assistant Director of Campus Programs & Traditions.
Ensure that Student Club records maintain accurately and efficiently in collaboration with
Coordinator of Clubs & Organizations.

20% Drafts multi-source communications/reports and develops and distributes any other
correspondence as directed. Manages and develops confidential information and systems including maintaining personnel records and salary information, and also
manages institutional historical and ordinary documents. Develop and monitor
annual/semester calendar for CSEIP. Maintain updated information on CSEIP website
and social media platforms

20% Supervise student workers and extra help; evaluates staffing needs and ensures that the
personnel needs of the department are being met; reviews job descriptions and oversee
personnel transactions, hiring/searches.

20% Advises and provides executive support. Provide administrative support for special
events and activities. Provide administrative support for identifying and confirming room
assignments, ordering university services to ensure delivery of all Student Life (Civic
Engagement & Intercultural Education, Clubs & Organizations and Campus Programs &
Traditions)

20% Manage staff travel, and student travel process. Responsible for coordinating logistical
arrangements relating to scheduling program venues/locations and student travel.
Coordinate operational projects, meetings, conferences and travel arrangements
including monitoring and expediting the process.

Other Responsibilities:

  • Demonstrates knowledge and good judgment in matters of college policy and procedures.
  • Stays well informed regarding student engagement developments.
  • Completes miscellaneous clerical functions, research, reports, and memos as requested.
  • Proactive Leader – Works well without close supervision and demonstrates initiative.
  • Assists with questions and problems courteously and promptly.
  • Attends and participates in meetings as required.

Salary: $42,646.50.
(This is a non-unionized position. Salary starts at the base and is determined based on Education and Experience exceeding the minimum qualifications).

This position qualifies for an expansive suite of fringe benefits including, various insurance options, paid time off, retirement and investment options, and tuition waivers. Visit: https://www.govst.edu/benefits/.

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 equivalent2. 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:· 60 semester hours or an Associate’s degree equals one (1) year· 90 semester hours equals two (2) years· 120 semester hours or a Bachelor’s degree equals three (3) years· Master’s degree or higher equals four (4) yearsB. 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.3. Three (3) years of administrative experience in an environment which involves customer service, budgeting, data collection or dealing with all levels of an organization.

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

Preferred Qualifications:

Bachelor’s degree or equivalent.

Posting Date:

05/10/2022

Closing Date:

05/21/2022

Open Until Filled:

No

Posting Number:

CS0662P

Type of Search:

External

Quicklink for Posting:

https://employment.govst.edu/postings/7172

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: Resume.
5: A list of three Professional References (We will only contact your references if you are a finalist).

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: Documentation must be received by the closing date of this posting.

Organization

Working at Governors State University

Success by Degrees

GSU is an “island of excellence,” according to Dr. Martha J. Kanter, Under Secretary of the United States Department of Education. With bold, new initiatives, 23 bachelor’s, 27 master’s, and five doctoral degree programs, GSU excels at providing the quality education that is essential for success in today’s world.

Success by Opportunity

GSU’s exemplary efforts bring unequalled education opportunities to the region’s diverse population. The university is remarkably inclusive and serves students from a wide range of socio-economic and cultural backgrounds. The student body, like the faculty and staff, reflect a rich blend of ideas, perspectives, talents, and life experiences.

Success by Innovation

GSU, expanding on its commitment to excellence and reflecting the best research on student success, will become a full-service university with the admission of its inaugural freshman class in 2014. The groundbreaking Dual Degree Program encourages community college students to complete both an associate and bachelor’s degree at an affordable tuition rate and with comprehensive academic advising.

Success by Commitment

GSU is committed to serving as the region’s public square and making the community stronger through programs and partnerships in education, healthcare, government, and business. The Center for Performing Arts and Nathan Manilow Sculpture Park integrate arts and education. The university is also fully committed to sustainability through its alternative energy and conservation efforts.

Success by Excellence

GSU, the only public university in the Chicago Southland region, is a national model in providing education pathways that lead its graduates to lives rich in purpose, commitment, and contribution.

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