Administrative Aide

Overview Salary is competitive and commensurate with qualifications and experience. Note: This position is 40% part-time permanent, around 15 hours per week. 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 Manages and controls confidential documents including personnel, institutional, and historical documents.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. Qualifications High school graduation or equivalent. Any one or any combination totaling five (5) years (60 months) from the following categories: College coursework 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 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. 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. Sponsorship for work authorization is not available. #J-18808-Ljbffr