Administrative Aide

Title: Administrative Aide
Division Name: Academic Affairs
Department: University College

Job Summary

The Administrative Aide serves as the assistant to the Director of University College and assists the Leaders within University College structure with some administrative processes. However, the special focus of this position is on budgeting and all related work connected to the budgeting process at Illinois State. This position oversees the University College administrative suite walk in traffic. Serves as backup to the primary University College number. This position serves as a liaison between departments and other constituencies on campus, manages the operational and personnel budget (including budget transfers and itemizing record of expenditures), and assists in planning various aspects of projects and programs, and schedules meetings, that are often complex in nature.

This position requires a high level of confidentiality, dependability, and accuracy. The incumbent must be familiar with academic procedures, deadlines, office procedures in order to balance work priorities. Technical skills are needed to maintain various student information databases, perform routine tasks such as email and colleague and budget center transactions. This position requires attention to detail and flexibility as multitasking is expected.

Additional Information

University 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 time

For more University Benefit information: https://hr.illinoisstate.edu/benefits/ 

Information regarding eligibility for participation in the State Universities Retirement System and the State of Illinois Group Insurance program can be reviewed here https://hr.illinoisstate.edu/benefits/insurance/

Salary Rate / Pay Rate

$20.40 - $26.13 per hour

Required Qualifications

1. High school graduation or equivalent

2. 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 job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Preferred Qualifications

1. Professionalism, flexibility to changing demands and deadlines, and the ability to coordinate multiple projects at once is essential to the success of the office.
2. Supervisory and administrative abilities.
3. Thorough knowledge and understanding of and the ability to articulate and analyze various University policies and procedures as well as programs such as Academic Good Standing, Academic Warning, Academic Probation/Reinstatement, Project Success, Academic Dismissal, and the New Start admission policy.
4. Working knowledge of word processing, database creation and management, spreadsheets, calendars, email, student information systems, etc.
5. Clear understanding of FERPA.
6. Proficient in the use of various office machines (i.e. copier, fax machine, etc.).
7. Self-motivation as work is performed essentially without direct supervision.
8. Excellent customer service skills, the ability to assists in complex matters, excellent time management skills, and the ability to prioritize numerous projects with different deadlines.
9. Ability to problem solve while working independently with various staff at all levels of the University.
10. Excellent written and verbal communication skills.
11. The ability to work independently, take initiative, exercise good judgment, and manage what can be at times a stressful work environment.

Work Hours