Administrative Assistant

Southern Illinois University Carbondale; Carbondale (IL); On-site; USD 65,000 - 90,000; Full time

Job summary

Southern Illinois University Carbondale is seeking an experienced administrator to provide executive support to senior leadership. The role oversees university and departmental priorities, interprets policies, drafts communications, and coordinates events across multiple teams.

You will manage confidential personnel records and salary information, supervise staff, and lead budget planning and reporting efforts.

Qualifications

• High school graduation or equivalent.
• Five years (60 months) of progressively responsible professional/managerial experience in office operations or related fields.
• Experience supervising staff or similar personnel activities such as hiring, performance appraisals, and staffing needs.

Responsibilities

• Advises and provides executive support to an executive/administrator.
• Maintains an encompassing overview of significant University and departmental responsibilities and deadlines.
• Reviews, evaluates, develops, and interprets University and departmental policies and operational procedures.
• Drafts multi-source communications/reports for executives/administrators and develops and distributes correspondences as directed.
• Investigates, plans, organizes, interprets, and analyzes information in support of administrative reports and business operations.
• Manages confidential information and systems including personnel records and salary information; handles institutional documents.
• Oversees planning and implementation of special events (e.g., departmental and university-wide presentations).
• Provides liaison services, offering information and advice to departments and individuals at various levels.
• Represents departments/executives on committees or at professional conferences as requested.
• Supervises staff, student workers, and extra help; evaluates staffing needs and oversees personnel transactions.
• Develops and reviews job descriptions and oversees hiring/searches; approves time cards and performance appraisals.
• Manages budget activities, prepares projections, monitor expenditures, and conducts budget reconciliations.

Job description

Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

• Advises and provides executive support to an executive/administrator;
• maintains an encompassing, organized overview of significant University and departmental responsibilities and deadlines;
• reviews, evaluates, develops, and interprets University and departmental policies and operational procedures;
• drafts multi-source communications/reports for executives/administrators and develops and distributes any other correspondences as directed;
• investigates, plans, organizes, interprets, and analyzes various sources of information in support of administrative reports and University and/or departmental business operations;
• manages and develops confidential information and systems including maintaining personnel records and salary information, and also manages institutional, historical, and ordinary documents;
• oversees the planning and implementation of special events (e.g., departmental and university wide presentations);
• serves as a liaison providing authoritative information, assistance, and advice to departments, various constituencies, and individuals at all levels (including national, state, regional, community, and campus levels);
• acts as a representative for departments and/or executives/administrators, as requested, which includes sitting on various committees and/or attending professional conferences;
• supervises staff, student workers, and extra help;
• evaluates staffing needs and ensures that the personnel needs of a department are being met;
• develops and reviews job descriptions for unit staff positions and oversees personnel transactions, hiring/searches;
• provides approval and submission of time cards and annual performance appraisals, etc.
• manages budget activities (e.g., prepares budget projections for the fiscal year, plans distributions, approves and maintains accounts, approves budget transfers and conducts budget reconciliations);
• maintains an itemized recording of expenditures, prepares expenditure reports and monitors and tracks fiscal year project allocations;
• performs related duties as assigned.

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 professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management 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. For more information visit https://policies.siu.edu/policies/employment-non-us-citizens.php