Administrative Assistant

Southern Illinois University at Carbondale; Carbondale (IL); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Job summary

Southern Illinois University at Carbondale is seeking an Administrative Assistant to oversee administrative functions with decision-making discretion and staff supervision. The role emphasizes managing departmental responsibilities and deadlines, drafting communications, and supporting executives and administrators across multiple units.

The successful candidate will handle confidential personnel records and salary information, assist with budget projections, plan special events, and liaise with

Qualifications

• High school graduation or equivalent.
• Any one or any combination totaling five (5) years from the following categories: college coursework in business, finance, accounting or related field.
• Progressively more responsible professional, managerial and supervisory experience including supervising staff or a job function, organizing and coordinating office operations.

Responsibilities

• Oversees administrative functions with decision-making discretion and staff supervision.
• Drafts multi-source communications and reports for executives and administrators.
• Manages personnel records and salary information; handles confidential information.
• Plans and implements special events for departments and university-wide initiatives.
• Liaises with departments and stakeholders at campus, state, regional, and national levels.

Skills

Executive support

Office management

Education

High school graduation or equivalent

Job description

Description

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

Employees at this level are engaged in overseeing administrative functions which are characterized by decision making discretion and responsibility including supervisory responsibilities for staff and/or job function. Administrative Assistants job duties are also characterized by high impact activities that can affect more than one department and for which errors can have serious consequences.

Examples of Duties

• 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, prepare sexpenditure reports and monitors and tracks fiscal year project allocations;
• performs related duties as assigned.

Qualifications

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

*As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above.

Supplemental Information

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