Administrative Aide

Posting Category:

About UIS: Located in the state capital, the University of Illinois Springfield is one of three members of the University of Illinois system. The University serves approximately 4,000 students in 21 graduate and 31 undergraduate programs. You are encouraged to visit the university web page at http://www.uis.edu.

Application deadline: 6/4/2023

Minimum Starting Salary: $20.84 per hour/7.5 hour workday

Summary:
Provide clerical support to the academic departments and Dean's Office of the College of Public Affairs and Education under the direction of the Assistant to the Dean Administrative Assistant, while maintaining a professional office atmosphere.

Duties & Responsibilities:

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  1. Provide support to the academic departments and Dean's Office of the Public Affairs and Education under the direction of the Administrative Assistant (e.g. compose letters, prepare and execute large and routine mailings, maintain orderly office space with a professional atmosphere, provide appropriate assistance to faculty in use of computer equipment, scan, copy and collate various materials and distribute to various parties). Assist departments by organizing department meetings and taking meeting notes upon request.

• 2. Order textbooks/desk copies for full time and adjunct faculty. Proctor exams/quizzes, as requested.

• 3. Use knowledge of departmental responsibilities and deadlines to answer incoming telephone calls and voicemails, monitor department email inboxes, and provide appropriate direction. Open (when appropriate), sort and distribute daily incoming mail. Assist walk-ins and provide appropriate direction.

• 4. Manage the department academic files and records both paper and electronic. Maintain electronic copies of all course syllabi for electronic course history files.Serve as responsible person and contact for the College’s student records under the UIS Student Record Policy. Update and maintain department faculty and staff directories. Maintain faculty office hours listing.

• 5. Maintain and inventory supplies for department office. Work with CPAE fiscal officer to procure office supplies, order printing, prepare and submit expense reports, arrange shipping and mailing when necessary.

• 6. 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); provide information, assistance, and advice to various constituencies and individuals.

• 7. Assist in planning various aspects of special projects and essential programs, including complex scheduling for meetings/events.

• 8. Use School Dude to submit work orders to the various trades on campus.

• 9. Other Duties as Assigned.

Minimum 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

Knowledge, Skills & Abilities:
Ability to sit for long durations at a computer.
Lift a minimum of 15 pounds.

Extensive knowledge of office support and general office practices and procedures, especially Microsoft Office Suite (Outlook, Word, Power Point and Excel). Ability to keyboard accurately at a rate of 40 net w.p.m.
Extensive knowledge of spelling, grammar, punctuation, sentence and paragraph structure and formatting
Skill in oral and written communication
Supervisory ability

Employment Policies and other information:

Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam.

UIS an affirmative action/equal opportunity employer with strong institutional commitment to recruitment and retention of a diverse and inclusive community. Women, minorities, veterans, and persons with disabilities are encouraged to apply. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with state and federal law.

Residence Reference: For full consideration, applicants must be residents of the State of Illinois.

UIS employees are strongly encouraged to stay up to date with the most recent COVID-19 vaccination available as a barrier to serious illness.

The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current or former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment.

UIS employment in this role is not covered by Social Security, and instead, is covered by the State University Retirement System.

• You will not pay Social Security taxes and your earning will not be on your Social Security Record. (Your record will, however, show your Medicare wages.
• Your pension from the State Universities Retirement System may affect the amount of your:

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted by contacting UIS HR at hremployment@uis.edu or call 217-206-6652.