Administrative Aide Job Carbondale area,Illinois USA,Administrative/Clerical

Job Description

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

Employees at this level perform a variety of essential tasks related to the administration and supervision of departmental work functions and assist in carrying out the administrative functions of a unit or department. The duties performed require extensive knowledge of the organization, programs, policies, and procedures of the institution.

Examples of Duties

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Manages and controls confidential documents including personnel, institutional, and historical documents;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.

Qualifications

High school graduation or equivalent

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

College coursework in business, finance, accounting or 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.

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