Untitled Document Administrative Aide-CBM Posting Category: About UIS: Located in the state capital, the University of Illinois Springfield is one of three members of the University of Illinois system. The University serves more than 4,000 students in 44 graduate and 56 undergraduate programs. You are encouraged to visit the university web page at Application deadline: 8/29/2025 Minimum Starting Salary: $22.12 per hour/7.5 hour day Summary: Responsible for performing essential tasks related to the administration and coordination of office support functions for all departments within the College of Business and Management. The duties performed require knowledge of the organization, programs, policies, and procedures of the University of Illinois Springfield. Duties & Responsibilities:
Provide support to academic departments and chairs for all administrative/organizational matters, including preparing semester course schedules and workload documents, coordinating special projects and department events, assisting employment searches, and scheduling meetings/events. Assist with the centralized course schedule entry process, catalog changes, curriculum changes, submission of changes to course schedules, and processing of Service in Excess forms. Provide support and assistance to the GAP program and the GAP Director in admission processing, student and faculty communication, file/records management and preparation of reports Demonstrate extensive knowledge & analysis of program requirements to provide liaison services with other campus offices. Use knowledge of departmental responsibilities and deadlines to answer incoming telephone calls and voicemails, handles and monitors department email inboxes, and provide appropriate direction. Sort and distribute daily incoming mail. Assist walk-ins and provide appropriate direction. Maintain clear and open communication with department chairs, faculty, students, and other constituencies both on- and off-campus. This includes drafting, editing, and distributing department correspondence, providing advice and assistance to individuals who need help with UIS policies and procedures, resources, requirements, and technology. Assist the College website manager in maintaining all CBM website pages; keep information current and author/recommend newsworthy stories and articles for posting. Design content concerning program events and new features. Manage and complete textbook adoptions. Order textbooks/desk copies for full time and adjunct faculty. Manage the department academic files and records both paper and electronic. Maintain electronic copies of all course syllabi for electronic course history files. Act as college RIMS Coordinator. Assist GA supervisors in directing and supervising GAs and/or student staff on research and clerical tasks. Develop systematic office procedures and processes. Order, distribute and track equipment, supplies, books, and other items for the units and departments. Submit work orders to the various trades on campus, as requested or needed. Other duties as assigned. Minimum Qualifications: 1. High school graduation or equivalent 2. Any one or any combination totaling five (5) years (60 months) from the following categories: A. 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) B. 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: • Excellent interpersonal skills and professional demeanor • Excellent verbal and written communication skills • Demonstrated strong organizational and planning skills • Ability to work independently and with minimal supervision within areas of responsibility • Careful attention to detail with appreciation for the broader context of academic policies and procedures • Experience with MS Office software, including Outlook, Word, Excel, PowerPoint; and comfort with online tools and systems • Comfortable working in fast-paced administrative environment • Ability to relate well to a diverse population of students, faculty, staff, and external community • Ability to work collaboratively in a team environment
Travel Requirements: 5% For recruitment, meetings and/or conferences as needed. Employment Policies and other information: Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam. UIS an affirmative action/equal opportunity employer with strong institutional commitment to recruitment and retention of a diverse and inclusive community. Women, minorities, veterans, and persons with disabilities are encouraged to apply. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility. The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with state and federal law. The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current or former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment. Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Click for a complete list of Employee Benefits. UIS employment in this role is not covered by Social Security, and instead, is covered by the State University Retirement System.
- You will not pay Social Security taxes and your earning will not be on your Social Security Record. (Your record will, however, show your Medicare wages.
- Your pension from the State Universities Retirement System may affect the amount of your:
Social Security benefit and Social Security benefit as a spouse Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted by contacting UIS HR at ...@uis.edu or call 217-###-####. ***Please Note: All postings close at 5:00pm CST on the posting close date.***