Administrative Aide - Illinois State University : Job Details

Administrative AideJob no: 519849 Work type: On Campus Location: Normal, Illinois Title: Administrative AideDivision Name: University AdvancementDepartment: Development-FundraisingJob SummaryThis position assists directors of development in all aspects of fundraising and assists members of University Advancement's Leadership Team with administrative processes. The Administrative Aide's primary responsibilities will center on managing variousbudgets, analyzing data, and generating reports and spreadsheets. This position will also manage calendars, schedule meetings, greet visitors, respond to phone and email inquiries, and submit invoices and travel reimbursements for payment.This position provides administrative support and is responsible for assisting directors of development in all aspects of fundraising as well as helping to plan and coordinate staff engagement initiatives.Additional InformationUniversity Benefit Highlights:- Insurance benefits, including health, dental, vision, and life- Retirement and supplemental retirement planning options- Tuition waiver benefits available to staff as well as their eligible dependents- Paid holiday/administrative closures during Thanksgiving and Winter Breaks- Paid benefit timeFor more University Benefit information: Information regarding eligibility for participation in the State Universities Retirement System and the State of Illinois Group Insurance program can be reviewed here Salary Rate / Pay Rate$20.40 - $26.13 per hourRequired Qualifications1. High school graduation or equivalent2. Any one or any combination totaling five (5) years (60 months) 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 (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)B. 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 principlesPreferred Qualifications1. Strong written and verbal communication skills; ability to work professionally with various staff members at all levels of the University. 2. Excellent customer service skills, the ability to take initiative, problem solve, and assist with confidential matters. 3. Ability to think strategically, work independently, adapt to shifting priorities, and deal with multiple projects with varied deadlines.4. Superior organizational and time management skills; self-motivated to perform work without direct supervision, and ability to exercise good judgement. 5. Working knowledge of Microsoft Office, electronic calendars, and complex spreadsheets.6. Experience with budget management, invoice payment, generating reports, analyzing data, and database creation and management.7. Proficient in the use of various office machines (i.e. copier, label maker, etc.).8. Supervisory experience.Work Hours8:00am - 4:30pm, Monday through FridayFunctional ExpectationsMust be able to complete with or without a reasonable accommodation:1. Remain at a workstation for extended periods.2. Effectively communicate on a daily basis.Proposed Starting DateMarch 2025Required Applicant DocumentsResumeCover LetterReference ListPlease 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 DocumentsCertification of Retirement AnnuityTranscripts - see Special Instructions to Applicants section for additional optionsPlease 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 ApplicantsPlease fully complete the entire application including, but not limited to, the education and work history portions. Be specific on your work history, including employment dates (if part-time you must list the number of work hours) and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position; however, it will be converted to a full-time equivalency to determine combined length of experience. Please do not put see resume in the duties and responsibilities section of the work history. This will be considered an incomplete application and incomplete applications will not be considered.If you are using college or university coursework to qualify for this position, then 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, appropriate military service documentation such as a DD-214 must be submitted prior to the application deadline.Fax: 309.###.####, Attn: Breanna CrippenAddress: Illinois State UniversityHuman ResourcesCampus Box 1300Normal, IL 61790-1300The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. 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.Illinois State University is authorized to do business within the State of Illinois. All work under this appointment is required to be performed from within the State of Illinois. If hired, out-of-state candidates must establish Illinois residency within 180 calendar days from the start date for this position. Illinois residency requires proof of a valid Illinois driver's license or a valid State of Illinois ID card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.Contact Information for ApplicantsBreanna CrippenHuman Resources309-###-####[email protected] Important Information for ApplicantsThis position is subject to a criminal background investigation and if applicable, an employment history review, based on University Policy 3.1.30 and any offer of employment is contingent upon you passing a satisfactory criminal background investigation and/or an employment history review. 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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.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) ###-####. 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) ###-####.Application Opened: 02/07/2025 09:00 AM CST Application Closes: 02/21/2025 11:55 PM CST