Administrative Aide

Carbondale•On Campus, IL

8h•Onsite

About The Position

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.

Requirements

High school graduation or equivalent
Five (5) years (60 months) of college coursework in business, finance, accounting or a related field, or 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.
College coursework equivalencies: 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).

Nice To Haves

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.

Responsibilities

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Manages and controls confidential documents including personnel, institutional, and historical documents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