Executive Secretary in the Office of the Chancellor (CS25-198)

Salary : $52,014.00 - $57,175.00 Annually

Location : Edwardsville, IL

Job Type : Full Time

Job Number : 00671

Division : Chancellor, Ofc of

Department : Chancellor, Ofc of

Opening Date : 03 / 04 / 2025

Closing Date : 3 / 18 / 2025 11 : 59 PM Central

FLSA : Non-Exempt

Description

Overview

The Executive Secretary to the Chancellor is responsible for overseeing the administrative functions of the Chancellor's office, ensuring the smooth and efficient operation of daily activities. This includes managing the office budget, records, facilities, equipment, logistics, and correspondence. The Executive Secretary will develop, implement, and maintain systems and business processes that support seamless office operations while fostering continuous quality improvement. As the first point of contact for the office, this role requires exceptional customer service skills and the ability to interact with a wide range of internal and external stakeholders, all while maintaining a high standard of professionalism and excellence.

What You'll Do

• Oversee the daily administrative operations of the Chancellor's office, ensuring the effective management of office budget, facilities, equipment, and logistics.
• Develop and maintain efficient systems and processes to support smooth office functioning and continuous improvement.
• Manage records and correspondence, ensuring accuracy and confidentiality at all times.
• Serve as the primary point of contact for the office, providing front-desk reception and exceptional service to both internal and external stakeholders.
• Demonstrate a strong commitment to maintaining a high standard of professionalism and excellence in all interactions.
• Perform high-level administrative tasks with sensitivity and discretion, ensuring confidentiality in all matters.

Minimum Acceptable Qualifications

Preferred : 1. Bachelor's degree

2. Knowledge and ability to develop and manage diverse office business responsibilities and procedures

3. Experience using Microsoft Suite, basic knowledge of computer systems

4. Experience compiling annual and financial reports

5. Experience working with technology at the level of facilitating programs in virtual platforms and hybrid formats

6. Experience with event management and program planning

7. Work well with various university stakeholders and offices across the university community

Supplemental Information

Civil Service Information : Civil Service Application - FAQs

Application Instructions : How to Apply - Step by Step

Illinois Residency Requirement : Pursuant to the State Universities Civil Service System, candidates must be a current Illinois resident.

Classification : State Universities Civil Service System Classification Number : 3260 - SUCSS Classification Title. For more information on Civil Service classifications, please visit the State Universities Civil Service System website at :

Veterans : Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an 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). For help in determining the appropriate proof of eligibility to submit, please refer to the

Pre-Employment Screening : External candidates receiving a job offer must undergo pre-employment screening, including a criminal background check. For safety sensitive positions, a drug screen will also be required.

Work Authorization Information : This position does not offer work authorization sponsorship. International students at SIUE on F-1 or J-1 visas are not eligible for full-time or part-time civil service positions with permanent status. F-1 and J-1 visa holders must be enrolled full-time and can only apply for temporary part-time roles working 20 hours or less per week during spring and fall semesters, such as student worker positions, assistantships, and civil service extra help roles. SIUE is a state university, and it's important to highlight that benefits from state-sponsored plans may not be accessible to individuals on F1 or J1 visas.

Accommodation : If you are unable to utilize our online application system and need to request an accommodation, please reach out to us at 618-650-2190 or via email at :

Statement of Diversity : SIUE is an Equal Opportunity Employer committed to an inclusive and diverse workforce. We firmly believe in providing equal access and opportunity to individuals across all job titles. We will not discriminate against any person on the basis of race, national origin, ethnicity, color, religion, disability, age, marital status, sex, sexual orientation or veteran's status.

SIUE cultivates an atmosphere of inclusivity, respect, and warmth that fosters learning and collaboration. Each member of our university community bears the responsibility of actively contributing to this enriching campus environment. We encourage individuals who are dedicated to upholding these values to apply.

To learn more about SIUE's Mission and statement on diversity, please visit : .

We value your interest and look forward to reviewing your application. For questions or more information, please email

SIUE offers an exceptional array of benefits to all full-time and part-time employees (50% or more receive benefits accrued at the percentage of appointment) including :

University tuition waivers (full-time receive 100% waiver of tuition)

Flexible Spending Account Program;

For more about our benefits and employee services, visit :

Are you presently a resident of Illinois? Proof of residency must be provided upon employment.

The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal.

Are you legally authorized to work in the United States without sponsorship now or in the future?

Do you possess the necessary experience as stated in the Minimum Qualifications?

Which statement below best describes the highest level of education you have completed?

Required Question

Salary : $52,014 - $57,175