Administrative Assistant

Carbondale•On Campus, IL

5h•Onsite

About The Position

Employees at this level are engaged in overseeing administrative functions which are characterized by decision making discretion and responsibility including supervisory responsibilities for staff and/or job function. Administrative Assistants job duties are also characterized by high impact activities that can affect more than one department and for which errors can have serious consequences. Southern Illinois University Carbondale is an R1 Opportunity University with a statewide economic impact of $2.7 billion dollars. We offer 200+ undergraduate degrees, minors and specializations, 79 master’s degrees, and 40 doctoral degrees. Our main campus is 1,136 acres, with additional acreage in University Farms, Touch of Nature Outdoor Education Center, and other facilities. The university is an essential part of the city of Carbondale and an important contributor to the culture of the entire region. While Carbondale includes many of the amenities of urban life, it retains its small-town flavor. Cost of living is considerably lower in the region than similar areas elsewhere, and many employees commute from nearby counties. The Southern Illinois region is distinct from the rest of the state, boasting considerable natural beauty including the Shawnee National Forest, many state parks, national wildlife areas, and several lakes beloved for recreation. Local foods are readily available in the area, with a variety of eateries and a growing specialized food truck presence. The area is home to the Shawnee Hills Wine Trail, an official wine appellation designation. The wineries extend the cultural reach of the community, hosting live music and continual art exhibits. The campus itself is a microcosm of the area, with a lake and forest on campus, as well as traditional collegiate architecture, quad, and residential halls. Students enjoy outdoor study areas as well as specialized computer labs scattered across campus, including in the three million volume Morris Library.

Requirements

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 professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles
As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above.
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

Advises and provides executive support to an executive/administrator
maintains an encompassing, organized overview of significant University and departmental responsibilities and deadlines
reviews, evaluates, develops, and interprets University and departmental policies and operational procedures
drafts multi-source communications/reports for executives/administrators and develops and distributes any other correspondences as directed
investigates, plans, organizes, interprets, and analyzes various sources of information in support of administrative reports and University and/or departmental business operations
manages and develops confidential information and systems including maintaining personnel records and salary information, and also manages institutional, historical, and ordinary documents
oversees the planning and implementation of special events (e.g., departmental and university wide presentations)
serves as a liaison providing authoritative information, assistance, and advice to departments, various constituencies, and individuals at all levels (including national, state, regional, community, and campus levels)
acts as a representative for departments and/or executives/administrators, as requested, which includes sitting on various committees and/or attending professional conferences
supervises staff, student workers, and extra help
evaluates staffing needs and ensures that the personnel needs of a department are being met
develops and reviews job descriptions for unit staff positions and oversees personnel transactions, hiring/searches
provides approval and submission of time cards and annual performance appraisals, etc.
manages budget activities (e.g., prepares budget projections for the fiscal year, plans distributions, approves and maintains accounts, approves budget transfers and conducts budget reconciliations)
maintains an itemized recording of expenditures, prepares expenditure reports and monitors and tracks fiscal year project allocations
performs related duties as assigned