Administrative Aide

Job Title

Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

Provides support to administrators on various administrative/organizational matters; maintains an overview of departmental responsibilities and deadlines, updates, and evaluates departmental policies and operational procedures; completes the final copy of communications and documents for executives/administrators (reviews for appropriate spelling, punctuation, syntax, formats, and modifies as needed); drafts communications for an administrator and develops and distributes as directed; manages and controls confidential documents including personnel, institutional, and historical documents;

serves as a liaison between departments and other constituencies and/or between different groups within the department (e.g., between a director and departmental faculty); provides information, assistance, and advice to various constituencies and individuals; assists in planning various aspects of special projects and essential programs, including complex scheduling for meetings/events; coordinates an administrator's schedule (i.e., prioritizes and manages schedules, appointments, meetings and related activities);

invites and notifies participants; assists in developing job descriptions for unit staff positions and oversees personnel transactions, searches, and employment; supervises student workers, extra-help, and other employees including assigning work, overseeing the training of new staff, and processing appointment documentation; assists with developing departmental accounts; conducts budget transfers within various accounts and is responsible for the fiscal management of the department's budget;

maintains an itemized record of expenditures; performs related duties as assigned.

High school graduation or equivalent

Any one or any combination totaling five (5) years (60 months) from the following categories:

• 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)
• 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

Illinois Residency Requirement:
Pursuant to the State Universities Civil Service System, out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Tips for Completing a Civil Service Application: 1. To be eligible for the role, ensure that your application includes a complete and detailed employment history that highlights your relevant full-time and part-time work experience, including start and end dates of employment.

2. Relevant part-time work experience will count towards the qualifications for this position and will be converted to full-time equivalence to calculate the total length of experience.
3. Upload all official transcripts to meet the educational requirements. If the job description specifies a minimum number of college hours, transcripts are mandatory for the successful processing of your application.
4. Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application, unless the same proof has already been submitted in a previous application. The required proof of eligibility includes, at a minimum, a copy of the veteran's DD214/DD215 form (Department of Defense), NGB
22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves). 5. After the position has closed, your application and supporting materials will be reviewed to determine if you meet the minimum qualifications, including any specialty factors associated with this position. Those who qualify will move forward for Civil Service Examination/Testing.
6. Please monitor your e-mail for further information regarding your application. Emails will be generated from  7. For more information on Civil Service classifications, please visit the SUCSS web site inois.gov About Civil Service Examination/Testing:
The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of application materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, your application will move forward for examination/testing in which 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.

This score will be emailed to the email…