Administrative Aide

Title: Administrative Aide
Division Name: University Advancement
Department: Development-Fundraising

Job Summary

This 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 various budgets, 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 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 a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Preferred Qualifications

1. 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 Hours

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

Functional Expectations

Must 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 Date

March 2025

Required Applicant Documents

Resume
Cover Letter
Reference List

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

Certification of Retirement Annuity
Transcripts - see Special Instructions to Applicants section for additional options

Please 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 Applicants

Please fully complete the entire ap