Graduate School Operations Support

Division Name: Academic Affairs
Department: Graduate School

Job Summary

Working with the AVP for Graduate Education and Internationalization Initiatives and the Graduate School team, this position oversees the day-to-day operations of the Graduate School, coordinates the scholarship and fellowship programs, coordinates the awarding process of graduate student funding (including pre and post award management), maintains student records and progress toward degree, and supports the budget functions by overseeing the day-to-day expenses such as the recruitment funds.

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

$20.61 - $24.99 per hour

Required Qualifications

1. High school graduation or equivalent
2. Any one or any combination totaling 1.0 unit of the following:
   - Four (4) years (48 months) of work experience comparable to the third level of this series = 1.0 unit. This work includes performing a wide variety of office support tasks, which require the use of judgment and initiative and the ability to operate computer systems, using word processing, database and software packages. Knowledge of the organization, programs, practices and procedures of a department/unit is central to the performance of the duties.
   - Two (2) years (24 months) of work experience comparable to the fourth level of this series = 1.0 unit. Function as an agent of the unit or organization by performing highly specialized administrative support duties. An in-depth knowledge of the organization, programs, policies and procedures of the unit/department is essential to the performance of the duties. Ability to use good judgment, operate computer systems, using word processing, database and software packages, and to exercise discretion in handling sensitive and confidential information.

Preferred Qualifications

1. Experience with managing office operations
2. Knowledge of balancing and maintaining high-cost budgets
3. Thorough knowledge of Graduate School policies and procedures as they relate to graduate students
4. The following skills and/or abilities:
   a. Ability to maintain confidentiality and privacy of highly sensitive information
   b. Good word processing skills, organization skills, and knowledge of computer software
   c. Ability to work with others in a team setting, both in the Graduate School and in relationships with other units
   d. Outstanding ability to multi-task, organize and prioritize competing tasks
   e. Ability to work effectively and efficiently
   f. Excellent in-person, verbal, and written communication skills, including correct spelling and grammar
   g. Experience with the MS Office suite, including Outlook, Word, Excel, and PowerPoint

Work Hours

8:00am-4:30pm Monday through Friday

Functional Expectations

Must be able to complete the following with or without a reasonable accommodation:

1. Effectively communicate on a daily basis.
2. Remain at a workstation for extended periods.
3. Move about in various locations across campus as needed to complete day-to-day work.

Proposed Starting Date

September 2026

Required Applicant Documents

Cover Letter
Writing Sample that demonstrates your style of communication in a professional setting

Please 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 Documents

Transcripts - See Special Instructions to Applicants for additional options

Pleas