Administrative Assistant Job at Inside Higher Ed in University Park

Overview

Governors State University is seeking to hire an Administrative Assistant for the Center for Student Engagement and Leadership (CSEL). The role is an integral member of the team responsible for initiating, performing, and maintaining key aspects of daily administrative, financial, and business functions. The position manages administrative processes, supports the coordination of departmental activities, and uses effective communication within the department and with external contacts. The role reports to the Director and works collaboratively with CSEL staff.

Essential Responsibilities

• 30% Manages budget activities. Maintains itemized recording of expenditures, prepares budget reports, and monitors and tracks fiscal year project allocations. Verifies student compliance (e.g., GPA, financial aid, conduct status). Monitors and reports all unit accounts/budgets monthly (e.g., student activities fee fund, departmental accounts, 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; duties include routing calls, distributing mail, scheduling meetings, filing, supply ordering, travel reimbursements, travel arrangements, and creating purchase requisitions. Maintains files and records per university policies. Creates/monitors calendar templates for CSEL programming. Updates website, Jaguar Connection portal, and social media platforms.
• 20% Provides administrative support for identifying and confirming room assignments, ordering university services, coordinating meeting scheduling (Outlook, Zoom, Doodle Polls), auxiliary facility reservations, record keeping, and facility work-orders for the Director and others. Coordinates logistical arrangements for campus programming.
• 5% Other duties as assigned by the Director.

Hourly & Benefits

Hourly Range: $24.62 - $28.31.

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

Required and Preferred Qualifications

Minimum Required 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 a related field: 60 semester hours or an Associate's degree equals one (1) year; 90 semester hours equals two (2) years; 120 semester hours or a Bachelor's degree equals three (3) years; Master's degree or higher equals four (4) years

Progressively more responsible professional, managerial and supervisory experience that includes supervising staff or coordinating office operations; experience in budgeting, analyzing data, or dealing with multiple levels of an organization. Three (3) years of administrative experience in an environment involving customer service, budgeting, data analysis, 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

Documentation Requirement

• High School Diploma/GED (transcripts acceptable as substitute)
• Online Application – fully completed with dates of employment, status, duties and responsibilities
• Cover Letter
• Resume
• List of three professional references

Residency Requirement Illinois residency required within 180 days of the hire date.

Credential Assessment Exam Details This vacancy includes a Credential Assessment Examination to review Education, Experience, Licenses, and other qualifications. Electronic documentation listed above should verify minimum qualifications.

Veteran’s Preference Points Veterans may be eligible for additional points. Submit one of the following: DD214/DD215, NGB22, Discharge Orders, or DD256. Note: Documentation must be received by the closing date of this posting.

Senioritiy level: Mid-Senior level

Employment type: Full-time

Job function: Administrative

Industries: Online Audio and Video Media