Administrative Assistant Job at Governors State University in University Park

Overview

Governors State University is seeking to hire an Administrative Assistant for the Center for Student Engagement and Leadership (CSEL). This role is an integral member of the team whose primary function is to initiate, perform, and maintain key administrative, financial, and business processes. The position supports coordination of departmental activities, maintains professionalism and organizational skills, handles scheduling and document preparation, and assists with event coordination. The position will directly report to and support the Director and collaborate with Center for Student Engagement and Leadership staff.

Essential Responsibilities

• 30% Manages budget activities. Maintains itemized recording of expenditures, prepares budget reports, and monitors and tracks fiscal year project allocations. Reviews and interprets University and departmental policies and operational procedures. Verifies student compliance (e.g., grade point average check, financial aid, and conduct status). Monitors and reports all unit accounts/budgets monthly, i.e., student activities fee fund, departmental accounts and student clubs and organizations.
• 25% Supervise student and extra help workers. Manages the staff and student travel process.
• 20% Provides office management and administrative support for the department; examples include routing phone calls, distributing mail, scheduling meetings and filing, supply ordering, preparing travel reimbursements, making travel arrangements, preparing and creating purchase requisitions. Ensures that files and records are maintained in accordance with university policies and procedures. Create/monitor calendar template for Center for Student Engagement and Leadership programming. Updates website, Jaguar Connection portal and social media platforms.
• 20% Provides administrative support for identifying and confirming room assignments, ordering university services to ensure delivery of campus life services (Civic Engagement and Intercultural Education, Greek Life, Student Senate, and Clubs and Organizations and Campus Programs and Traditions). Manage meeting scheduling in mediums including Outlook, Zoom, Doodle Polls, etc., auxiliary facility reservations, record keeping, facility work-orders for Director and others. Responsible for coordinating logistical arrangements for campus programming.
• 5% Other duties as assigned by the Director.

Hourly Range: $24.62 - $28.31.

This position qualifies for an expansive suite of fringe benefits including, various insurance options, paid time off, retirement and investment options, and tuition waivers. Visit: 24https://www.govst.edu/benefits/

Required and Preferred Qualifications

Minimum Required Qualifications:

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years from the following categories:
3. A. College course work in business, finance, accounting or a related field:
4. 60 semester hours or an Associate's degree equals one (1) year
5. 90 semester hours equals two (2) years
6. 120 semester hours or a Bachelor's degree equals three (3) years
7. Master's degree or higher equals four (4) years
8. B. 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.
9. 3. Three (3) years of administrative experience in an environment which involves customer service, budgeting, analyzing data or dealing with all levels of an organization.

Desired Education and Experience:

• Bachelor's degree or equivalent.
• Knowledge in higher education and/or advising college students.
• Proficiency in Colleague, Microsoft Word, Excel and Zoom.

For more details about this classification, visit: Administrative Assistant Spec Details

Supplemental Information

DOCUMENTATION REQUIREMENT:
For consideration, applicants are required to attach the following: 1) High School Diploma/GED (transcripts acceptable). 2) Online Application – fully completed with dates of employment, status, duties and responsibilities. 3) Cover Letter. 4) Resume. 5) A list of three Professional References (will be contacted only if you are a finalist).

RESIDENCY REQUIREMENT:
Illinois residency required within 180 days of the hire date.

CREDENTIAL ASSESSMENT EXAM DETAILS:
This vacancy involves a Credential Assessment Examination which consists of a review and rating of Education, Experience, Licenses, and other qualifications. Applicants must provide electronic documentation to verify minimum qualifications.

VETERAN’S PREFERENCE POINTS:
Veterans may be eligible to receive additional points on a passing final examination score. To determine eligibility, submit one of the following documents to the Department of Human Resources: 1) Department of Defense – DD214 / DD215 2) National Guard – NGB22 Form 3) Discharge Orders 4) Reserves – DD256 Discharge Certificate

Note: Documentation must be received by the closing date of this posting.