Office Administrator

Illinois State University; Normal (IL); On-site; USD 29,000 - 30,000; Full time

Benefits offered by this job

Health, dental, vision, life insurance

Retirement and supplemental retirement

Tuition waiver for staff and dependets

Paid holidays and benefit time

Job summary

Illinois State University is seeking an Office Administrator to support the Dean of Business and the Dean’s Office Business Administrative Associate. This role reports through the Academic Affairs division and requires strong office skills, confidentiality and team collaboration. Key responsibilities include calendar management, data entry, and coordination of events with vendors and campus facilities.

The position operates Monday to Friday, 8:00 a.m. – 4:30 p.m.

Qualifications

• High school diploma or equivalent or higher with relevant office experience.
• Experience handling sensitive information and using word processing, databases and software packages.

Responsibilities

• Maintain cooperative working relationships with faculty, staff and students.
• Organize and maintain paper and electronic files for quick access.
• Assist with scheduling, calendars and meetings for the Dean’s Office.
• Support budget tracking and basic record-keeping tasks.
• Coordinate events, caterers, vendors and campus facilities as needed.

Skills

Office support

Judgment initiative

Computer skills

Data entry

Calendars scheduling

Customer service

Communication

Education

High school diploma or equivalent

4 years related office experience

2 years advanced administrative experience

Tools

Office 365 suite

Excel pivot tables

Campus Solutions

Cognos

Colleague

Canvas

FormStack

Qualtrics

Job description

Title: Office Administrator
Division Name: Academic Affairs
Department: Dean of Business

Job Summary

This position reports to the Dean's Office Business Administrative Associate, who reports to the Associate Dean, who reports to the Dean of the College, who reports to the Provost. This position also works closely with the Associate Dean for Accreditation and Operations.

Additional Information

University Benefit Highlights:

• Insurance benefits, including health, dental, vision, and life
• Retirement and supplemental retirement planning options
• Tuition waiver benefits available to staff as well as their eligible dependents
• Paid holiday/administrative closures during Thanksgiving and Winter Breaks
• Paid benefit time

Additional University Benefit information, including information regarding eligibility to participate in the State Universities Retirement System and the State of Illinois Group Insurance program, can be reviewed here: https://hr.illinoisstate.edu/benefits/

Salary Rate / Pay Rate

$21.02 - $22.00 per hour

Required Qualifications

1. High school diploma or equivalent.
2. Any one of the following from the categories below:
   1. Four (4) years (48 months) of work experience comparable to the third level of this series. This includes work such as performing a wide variety of office support tasks, which require the use of judgment and initiative and the ability to operate computer systems, using word processing, database and software packages.
   2. Two (2) years (24 months) of work experience comparable to the fourth level of this series. This includes work such as performing highly specialized administrative support duties. In-depth knowledge of the organization, programs, policies, and procedures of the unit is essential to the performance of the duties, along with the ability to use good judgment, the ability to operate computer systems, using word processing, database, and software packages, and to exercise discretion in handling sensitive and confidential information.

Preferred Qualifications

1. Expertise using the Office 360 suite with special focus on Excel, in particular pivot tables and related formulas.
2. Knowledge of or potential to learn Campus Solutions, Cognos, Colleague, Canvas, FormStack, and Qualtrics.
3. Budgeting skills.
4. Expertise in setting up events, working with caterers, vendors, and campus facilities.
5. Expertise in writing and editing copy.

Skills and Attributes to Undertake Job:

1. Ability to establish a cooperative working relationship with faculty, staff, and students.
2. Excellent knowledge of computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
3. Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software.
4. Confidentiality and daily attendance are essential for this position.
5. Ability to maintain composure and provide good service in handling student and staff issues in all situations including when the student or staff member is having a difficult day.
6. Strong communication (oral and written), leadership and supervisory skills and experience.
7. Knowledge of University administrative methods, policies, and office administration practices.
8. Ability to work independently and exercise good judgment in order to analyze and investigate a variety of questions and issues.
9. Ability to multi-task; prioritize projects and complete on or before the due date.
10. Strong organizational skills, including the ability to maintain paper and electronic files for fast and easy access.
11. Ability to transition efficiently between assignments or teams with minimal advance notice.

Work Hours

Monday - Friday; 8:00 a.m. - 4:30 p.m.
NOTE: No remote/flex options available with this role.

Functional Expectations

1. Remain at a workstation for extended periods.
2. Move about in various locations across campus as needed to complete day-to-day work.
3. Effectively communicate on a daily basis.

Proposed Starting Date

November 2026

Required Applicant Documents

1. Resume
2. Reference List (names, telephone numbers, and e-mail addresses of at least two professional references)

Optional Applicant Documents

1. Transcripts - See Special Instructions section for additional options
2. Certification of Retirement Annuity

Special Instructions for Applicants

Applicants for this position must be currently legally authorized to work for Illinois State University in the United States. Illinois State University will not sponsor or take over the sponsorship of an employment visa for this opportunity. Illinois State University is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Illinois State University.

The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of applicant materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. After the application deadline, the names within the top three scores will be referred to the department for interview.

NOTE: No remote/flex options available with this role.

Contact Information for Applicants

Colette Homan
Human Resources
309-438-8848
[e-mail]

Important Information for Applicants

This position is subject to a criminal background investigation and if applicable, an employment history review, based on University Policy 3.1.30 and any offer of employment is contingent upon you passing a satisfactory criminal background investigation and/or an employment history review. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Illinois State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

If you are an individual with a disability and need a reasonable accommodation under the Americans with Disabilities Act (ADA) or other state or federal law you may request an accommodation by contacting the Office of Equal Opportunity and Access at [phone]. The Office of Equal Opportunity and Access will hold any confidential information you provide in confidence.

If you are having difficulty accessing the system, please call Human Resources at [phone].