Administrative Aide (0058)

SIU Medicine; Springfield (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

SIU Medicine in Springfield, IL is seeking an on-site Administrative Support Specialist to assist the Office of Development & Alumni Relations under the Director of Business Services. The role emphasizes calendar management, meeting preparation, front-desk duties, travel coordination, and event support.

The position supports staff and leadership, handling confidential information, filing, and routine data entry, while coordinating alumni programs and donor events as part of daily operations.

Qualifications

• High school diploma or equivalent.
• Five years (60 months) of progressively responsible office experience or combination of college coursework and experience.
• Experience with organizing, filing, and administrative data entry.

Responsibilities

• Support executive leadership with calendar management, meeting prep, and document organization.
• Greet visitors, answer phones, route inquiries, and manage front desk duties.
• Coordinate Alumni Society Board meetings, prepare materials, take minutes, and assist with logistics.
• Arrange travel for staff and process reimbursements per policy.
• Support alumni programs, mailing lists, vendor coordination, and event logistics.
• Coordinate gift acknowledgement activities and maintain related records.
• Provide on-site support for events, programs, and communications, including materials and mailings.

Skills

Calendar management

Front desk

Administrative support

Travel coordination

Meeting logistics

Education

High school diploma

Tools

Microsoft Office

Outlook

Laserfiche

Constant Contact

Job description

Description

This position performs and coordinates essential administrative activities and provides specialized office and operational support for the Office of Development & Alumni Relations under the direction of the Director of Business Services. The position supports departmental leadership and staff in carrying out the administrative functions and daily operations of the department in accordance with established policies and standards of performance.

*This position is ON SITE only*

Examples of Duties

Administrative 85%

1. Supports the Executive Leadership Team with administrative tasks including calendar management, meeting preparation, and organization of relevant documents and materials.
2. Serves as the front office receptionist, greeting visitors, answering phones, directing calls, taking messages, and routing inquiries as needed. Exercises discretion and initiative when responding to inquiries or escalating requests.
3. Coordinates administrative support for Alumni Society Board of Governors meetings and related committees. Solicits and compiles reports and meeting materials, assists with meeting preparation, attends meetings, records and prepares draft minutes in a timely manner, and supports voting, recognition, and other meeting logistics.
4. Coordinates travel arrangements for DAR staff. Prepares and submits travel reimbursements and related forms in accordance with University and Foundation policies.
5. Provides administrative support for recurring alumni and student engagement programs, including maintaining program rosters and tracking documents, requesting and reconciling student and alumni lists, coordinating materials and orders, and communicating with campus partners and external vendors to ensure program needs and established timelines are met.
6. Coordinates supplemental gift acknowledgement activities, including preparing acknowledgement correspondence, maintaining related tracking records, and coordinating appropriate notifications and signatures with Development staff and departmental leadership.
7. Provides administrative and on-site support for DAR and alumni events, programs, recognition activities, and student engagement initiatives. Prepares materials, mailings, name badges, supplies, and other program needs; assists with event logistics, registration, setup, and execution; and represents the department at donor and alumni events as requested.
8. Supports recurring alumni communications and direct-mail projects by coordinating mailing lists and labels, address updates, print materials, vendor services, and mailing preparation in collaboration with Alumni Relations staff.
9. Composes and formats professional correspondence and brief reports. Reviews documents for spelling, grammar, formatting, and accuracy. Prepares materials for flyers, brochures, name badges, postcards, mailings, and other departmental communications.
10. Works collaboratively with the Data & Reporting Specialist to assist with routine constituent record updates and administrative data entry in the database. Supports Development staff by transcribing contact reports, proposals, and other documentation as needed.
11. Assists with assigned departmental projects and initiatives by organizing materials, logistics, communications, and other administrative components as directed.
12. Sorts and distributes incoming mail. Prioritizes materials for leadership review and handles confidential information appropriately.
13. Orders and tracks office and program supplies, maintaining adequate stock and related records. Maintains DAR storage areas by organizing and inventorying supplies and materials and ensuring storage spaces remain orderly, accessible, and appropriately stocked.
14. Maintains departmental electronic and physical filing systems, including scanning and archiving documents, supporting file management processes, and assisting with annual review and records retention in accordance with established schedules.
15. Supports the annual SIU School of Medicine inventory audit for DAR by maintaining control files for office equipment and submitting required documentation.
16. Provides basic software and technology assistance to DAR staff, including support with Microsoft Office, Outlook, Laserfiche, Constant Contact, and other departmental systems and applications.
17. Submits and monitors building work orders, assists with resolving facilities-related issues as they arise, and maintains an accurate and up-to-date building contact list.
18. Maintains and updates the Emergency Evacuation roster for DAR staff.

Fiscal 10%

1. Provides routine fiscal and purchasing support as assigned, including preparation of purchase requisitions, collection of vendor quotes, IDFs, and other designated transactions. Maintains appropriate supporting documentation and follows established University and Foundation procedures.
2. Coordinates routine purchasing and fiscal support for alumni programs, events, and recognition activities, including awards, supplies, printing, mailings, and other program-related expenses; gathers required documentation and coordinates with the Accountant I as appropriate for financial processing and compliance.
3. Receives and logs incoming Foundation disbursement requests and maintains appropriate tracking records to support timely processing and follow-up.
4. Receives, copies and logs incoming gifts, including checks and cash; communicates incoming gift activity to Development staff and secures funds in accordance with procedures pending deposit processing.

Other 5%

1. Performs other related duties for the Office of Development and Alumni Relations as assigned.

Qualifications

Credentials to be Verified by Placement Officer

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   1. 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)
   2. 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 (KSA's)

1. Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
2. Computer Skills - Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
   • Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software
3. Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
4. Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
5. Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
6. Communicating with Persons Outside Organization - Communicating with people outside 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 e-mail.
7. Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
8. Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
9. Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
10. Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or orally.
11. Oral Expression - The ability to communicate information and ideas verbally so others will understand.
12. Written Expression - The ability to communicate information and ideas in writing so others will understand.

Condition of Employment

Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional, Semi-Professional, or Managerial will be subject to the following Condition of Employment Pursuant to the State University Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.

Supplemental Information

If you require assistance, please contact the Office of Human Resources at [e-mail] or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

The SIU School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security. This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the "Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an affirm­ative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.