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Job No: 514220
Work Type: On Campus
Location: Normal, Illinois

Title: Business/Administrative Associate

Division Name: Academic Affairs

Department: School of Music

Campus Location: Normal, IL

General Summary

A valued member of the School of Music leadership team, the Business/Administrative Associate oversees all departmental financial transactions including purchasing, vendor contracts, accounts receivable, accounts payable, and reconciliation of numerous General Revenue, Agency, and Foundation Accounts. The Business/Administrative Associate is the primary contact for external vendors and guests. The Business/Administrative Associate provides support to the Director for faculty search and hiring processes, faculty and student teacher supervisor contract generation, and processes travel vouchers for the department. The Business/Administrative Associate coordinates the office support functions required for the effective implementation of administrative policies of the unit. The duties performed require extensive knowledge of the School of Music, the Wonsook Kim College of Fine Arts, and Illinois State University programs, policies, and procedures.

Additional Information

The School of Music prides itself in the individualized attention it provides to its students, who major in music education, music therapy, music performance, music composition, music business, collaborative piano, graduate conducting, and liberal arts. It is housed in the Wonsook Kim College of Fine Arts, along with the School of Theater and Dance, the Wonsook Kim School of Art, and the Program in Creative Technologies. Core values of the School of Music include Excellence, Professionalism, Collaboration, Creativity, Diversity, Equity, Inclusion, and Community.

Required Qualifications

1. Bachelor’s or equivalent degree in business administration, management, or a field related to the position.
   
2. Two years of professional business, financial, and/or managerial work experience.
   (Note: A master’s degree in an area consistent with the duties of the position may be substituted for one year of work experience.)
   
3. Demonstrated mastery of computer software including databases, spreadsheets, word processing, and accounting software applications.
   
4. Strong interpersonal skills to interact with colleagues, vendors, guest artists, prospective faculty and students, and community members.
   
5. Strong organizational skills and excellent verbal and written communication skills.
   
6. Strong work ethic, professionalism, and commitment to diversity, equity, and inclusion.
   
7. Ability to:
   a. abide by confidentiality policies, exercising sound judgment and tact to maintain the confidentiality of the position
   b. work as part of a team in a calm and effective manner, and ability to take initiative and work independently
   c. embrace the student-centered mission of the School of Music

Desired Qualifications

1. Background in or personal experience with music as a creative art.
   
2. Experience with Datatel, Agresso, Budget Center, Payment Net, and the financial operations of Illinois State University.
   
3. Experience with University hiring policies and procedures.
   
4. Knowledge of and ability to adhere to University policies, departmental procedures, and State ethics.
   
5. Ability to work without supervision and to make significant decisions regarding administrative and budgetary matters.
   
6. Ability to work professionally with internal and external customers at all times, particularly under stressful circumstances.
   
7. Ability to identify and solve procedural problems.
   
8. Ability to quickly and easily adapt to changing procedures and policies.

Work Hours

Core Hours: 8:00am-4:30pm Monday through Friday

Functional Expectations

Must be able to complete the following with or without a reasonable accommodation:

1. Effectively communicate on a daily basis.
   
2. Remain at a workstation for extended periods.

Proposed Starting Date

September 2022

Salary Rate / Pay Rate

$42,000 - $44,000 annual

Required Applicant Documents

Cover Letter
Reference List – Three references who can speak to your work ethic, communication skills, managerial style, and integrity

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

Transcripts - See Special Instructions to Applicants for additional options
Certification of Retirement Annuity

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

Please fully complete the entire application including, but not limited to, the education and work experience portions. Please list all education and all jobs you have had. Do not leave gaps in employment. You must list all duties you performed in the job duties section (Phrases such as "See Resume" are not acceptable). Failure to follow any of these instructions may constitute an incomplete application. Incomplete applications will not be considered.

College or university transcripts (may be unofficial) must be submitted prior to the application deadline to receive full consideration. Transcripts can either be uploaded with your application or submitted via the options listed below.

To be eligible for Veteran's Preference points on the exam, a copy of your DD-214 (official military discharge) must be submitted prior to the application deadline.

Transcripts and/or DD-214 paperwork may be faxed or mailed to Human Resources by the application deadline:

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

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. The active register for this classification will be voided when the position is filled.

Contact Information for Applicants

Kira Shelton
Human Resources
kgshelt@ilstu.edu
(309) 438-2120

Important Information for Applicants

This position is subject to a criminal background investigation based on University Policy 3.1.30 and any offer of 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: 08/15/2022 02:20 PM CST
Application Closes: 08/29/2022 11:55 PM CST