Administrative Aide - CLASS Multiple Departments

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Administrative Aide - CLASS Multiple Departments
Springfield, IL, United States
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1004320
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Posted on: 4/23/2025

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Administrative Aide - CLASS Multiple Departments

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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 more than 4,000 students in 44 graduate and 56 undergraduate programs. You are encouraged to visit the university web page at http://www.uis.edu .

Application deadline: 5/16/2025

Minimum Start Salary: $22.12 per hour/7.5 hour day

Summary:
Responsible for performing essential tasks related to the administration and coordination of office support functions for the following Departments/Programs, housed within the College of Liberal Arts and Social Sciences: African American Studies, English, History, Liberal and Integrative Studies, Sociology & Anthropology, and Women's and Gender Studies. This position assists the Department Chairs/Dean's Office in carrying out administrative functions by providing, obtaining, and coordinating support or information to meet university, campus, and college responsibilities of the above-mentioned Departments/Programs. These duties require knowledge of the organization, programs, policies, and procedures of the University of Illinois Springfield.
Duties & Responsibilities:

Planning and Scheduling: Provides support to programs and chairs for all administrative/organizational matters, such as: Coordinating special projects and complex scheduling for department events and programs. Assisting with employment searches. Assisting with preparing semester course schedules and workload documents. Prioritizes and manages chairs’ schedules, appointments, meetings, and related activities.

Administrative Budget & Properties Support: Assists with program and departmental budget accounts. Supports budgetary planning/management by assisting with record keeping, collecting and forwarding paperwork for purchasing and faculty travel. Processes purchasing orders and maintains supplies. Submits work orders for maintenance, services, and repairs. Assists with ordering equipment, supplies, and other items for the department.

Communication Management: Maintains clear, open communication with department chairs and program directors, faculty, students, and other constituencies on- and off-campus. This includes drafting, editing, and distributing department correspondence and meeting minutes; contributing to promotional and marketing plans in electronic, oral, or printed forms; and providing advice and assistance to individuals who need help with UIS policies and procedures, resources, requirements, and technology. Manages and stores departmental documents and records including search documents and other confidential materials.

Supervision: In consultation with the dean’s office and with the relevant department chair, program director, or faculty member, supervises student workers and extra-help for departments, assigning appropriate work, overseeing training, and processing relevant documentation and timesheets.

Performs other related 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 led to the knowledge of generally accepted office principles

Knowledge, Skills & Abilities:
INTERNAL COMMUNICATION: Providing information to supervisors, co-workers, and subordinates by telephone, in written form, email, or in person.
COMPUTER SKILLS: Using computers and computer systems to set up functions, enter data, or process information: accounting, calendar/scheduling, database, enterprise resource planning (ERP), word process, spreadsheet software.
ADMINISTRATIVE TASKS: Performing daily administrative tasks such as maintaining information files and processing paperwork.
INFORMATION GATHERING: Observing, receiving, and otherwise obtaining information from all relevant sources.
INTERPERSONAL RELATIONSHIPS: Developing constructive and cooperative working relationships with others—and maintaining them over time.
EXTERNAL COMMUNICATION: Communicating with people outside of the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or email.
PRIORITIZATION AND ORGANIZATION: Developing specific goals and plans to prioritize, organize, and accomplish your work.
DOCUMENTING/RECORDING INFORMATION: Entering, transcribing, recording, storing, or maintaining information in written or electronic form.
INFORMATION IDENTIFICATION: Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
WRITTEN AND ORAL COMPREHENSION: The ability to read and listen/understand information and ideas presented in writing or orally.
ORAL EXPRESSION: The ability to communicate information and ideas verbally so others will understand.
WRITTEN EXPRESSION: The ability to communicate information and ideas in writing so others will understand.

Travel Requirements:
0%

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.

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 .

Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Click for a complete list of Employee Benefits .

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:

Social Security benefit and

Social Security benefit as a spouse

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.

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University of Illinois at Springfield Annual Security and Fire Safety Report
The University of Illinois Springfield Annual Security and Fire Safety Report is available. This report includes statistics from the previous three years concerning reported crime that occurred on campus, in certain off-campus buildings or property owned or controlled by the University of Illinois Springfield campus and statistics for fires in on-campus student housing. The report also includes institutional policies concerning campus security and other safety information along with fire safety policies and procedures. To access the report online:http://www.uis.edu/about/overview/safety/

To obtain a hard copy: University Police Department, University of Illinois Springfield, One University Plaza, MS PDB1, Springfield, IL 62703-5407

University of Illinois at Springfield . One University Plaza . MS HRB30 . Springfield, Illinois 62703 . 217-206-6652.   www.uis.edu/humanresources