Administrative Aide - Southern Illinois University : Job Details

Salary : $41,676.00 - $45,900.00 Annually Location : On Campus Job Type: Civil Service Job Number: 202500071 Department: SIU Online and Extended Campus-SIUC Opening Date: 07/31/2025 Closing Date: 8/7/2025 11:59 PM Central FLSA:: Non-Exempt Security/Safety Sensitive:: NA FTE: 1.00 Description Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Employees at this level perform a variety of essential tasks related to the administration and supervision of departmental work functions and assist in carrying out the administrative functions of a unit or department. The duties performed require extensive knowledge of the organization, programs, policies, and procedures of the institution. Examples of Duties Provides support to administrators on various administrative/organizational matters; maintains an overview of departmental responsibilities and deadlines, updates, and evaluates departmental policies and operational procedures; completes the final copy of communications and documents for executives/administrators (reviews for appropriate spelling, punctuation, syntax, formats, and modifies as needed); drafts communications for an administrator and develops and distributes as directed; manages and controls confidential documents including personnel, institutional, and historical documents; serves as a liaison between departments and other constituencies and/or between different groups within the department (e.g., between a director and departmental faculty); provides information, assistance, and advice to various constituencies and individuals; assists in planning various aspects of special projects and essential programs, including complex scheduling for meetings/events; coordinates an administrator's schedule (i.e., prioritizes and manages schedules, appointments, meetings and related activities); invites and notifies participants; assists in developing job descriptions for unit staff positions and oversees personnel transactions, searches, and employment; supervises student workers, extra-help, and other employees including assigning work, overseeing the training of new staff, and processing appointment documentation; assists with developing departmental accounts; conducts budget transfers within various accounts and is responsible for the fiscal management of the department's budget; maintains an itemized record of expenditures; performs related duties as assigned. Qualifications

High school graduation or equivalent

Any one or any combination totaling five (5) years (60 months) from the following categories:

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)

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

Supplemental InformationIllinois 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. Tips for Completing a Civil Service Application: 1. To be eligible for the role, ensure that your application includes a complete and detailed employment history that highlights your relevant full-time and part-time work experience, including start and end dates of employment. 2. Relevant part-time work experience will count towards the qualifications for this position and will be converted to full-time equivalence to calculate the total length of experience. 3. Upload all official transcripts to meet the educational requirements. If the job description specifies a minimum number of college hours, transcripts are mandatory for the successful processing of your application. 4. Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application, unless the same proof has already been submitted in a previous application. The required proof of eligibility includes, at a minimum, a copy of the veteran's DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves). 5. After the position has closed, your application and supporting materials will be reviewed to determine if you meet the minimum qualifications, including any specialty factors associated with this position. Those who qualify will move forward for Civil Service Examination/Testing. 6. Please monitor your e-mail for further information regarding your application. Emails will be generated from [email protected]. 7. For more information on Civil Service classifications, please visit the SUCSS web site at sucss.illinois.gov About Civil Service Examination/Testing: 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 application materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, your application will move forward for examination/testing in which 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. This score will be emailed to the email address noted on your application. After the application deadline, the names within the top three scores will be referred to the department for interview. Sponsorship for work authorization is not available. For more information visit Southern Illinois University Carbondale is an R1 Opportunity University with a statewide economic impact of $2.7 billion dollars. We offer 200+ undergraduate degrees, minors and specializations, 79 master's degrees, and 40 doctoral degrees. Our main campus is 1,136 acres, with additional acreage in University Farms, Touch of Nature Outdoor Education Center, and other facilities. The university is an essential part of the city of Carbondale and an important contributor to the culture of the entire region. While Carbondale includes many of the amenities of urban life, it retains its small-town flavor. Cost of living is considerably lower in the region than similar areas elsewhere, and many employees commute from nearby counties. The Southern Illinois region is distinct from the rest of the state, boasting considerable natural beauty including the Shawnee National Forest, many state parks, national wildlife areas, and several lakes beloved for recreation. Local foods are readily available in the area, with a variety of eateries and a growing specialized food truck presence. The area is home to the Shawnee Hills Wine Trail, an official wine appellation designation. The wineries extend the cultural reach of the community, hosting live music and continual art exhibits. The campus itself is a microcosm of the area, with a lake and forest on campus, as well as traditional collegiate architecture, quad, and residential halls. Students enjoy outdoor study areas as well as specialized computer labs scattered across campus, including in the three million volume Morris Library. To learn about employee benefits and find resources about Carbondale and the Southern Illinois region, visit: SIU Carbondale is an Equal Opportunity Employer, including but not limited to disability and/or veteran status. University employees may be eligible for a variety of State of Illinois benefits. These benefits are administered through the Illinois Department of Central Management Service (CMS). These benefits include: Health Insurance plans (HMOs, OAPs, QCHP and CDHP), Dental Insurance, Vision Plan, Life Insurance, Accidental Death & Dismemberment (AD&D), Supplemental Long Term Disability (LTD), Flex Spending Accounts, MCAP and DCAP, and 457(b) Deferred Compensation Plan. Eligible employees are required to participate in the State Universities Retirement System (SURS). SURS is the retirement administrator for employees in public higher education in the State of Illinois. Other benefits available to eligible employees include: Generous paid time-off, 403(b) Supplemental Retirement Plans, Employee Assistance Program and a Tuition Waiver Program. For more information please visit: 01 Describe your specific work experience providing support to administrators on various administrative/organizational matters; maintaining an overview of departmental responsibilities and deadlines; updating and evaluating departmental policies and operational procedures. 02 Describe your specific work experience finalizing communications and documents for executives/administrators (reviewing for appropriate spelling, punctuation, syntax, formats, and modifying document as needed); drafting communications for an administrator and developing and distributing as directed. 03 Describe your specific work experience serving as a liaison between departments and other constituencies and/or between different groups within a department (e.g., between a director and departmental faculty); providing information, assistance, and advice to various constituencies and individuals. 04 Describe your specific work experience managing and controlling confidential documents including personnel records, institutional and historical documents, etc. 05 Describe your specific work experience assisting in planning various aspects of special projects and essential programs, including complex scheduling for meetings/events, coordinating administrators' schedules (i.e., prioritizing and managing schedules, appointments, meetings and related activities); inviting and notifying participants. 06 Describe your specific work experience assisting in developing job descriptions for unit staff positions and overseeing personnel transactions, searches, and employment; supervising student workers, extra-help, and other employees including assigning work, overseeing the training of new staff, and processing appointment documentation. 07 Describe your specific work experience assisting with the creation and establishment of departmental accounts, conducting budget transfers within various accounts, and responsibility for the fiscal management of the unit or a department's budget; maintaining an itemized record of expenditures. Required Question