Administrative Aide

Job Title

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.

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and distributes as directed; manages and controls confidential documents including personnel, institutional, and historical documents;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,…