Administrative Aide-CBM

Administrative Aide-CBM

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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 http://www.uis.edu.

Application deadline: 5/7/2025

Minimum Starting Salary: $22.12 per hour/7.5 hour day

Job Summary:

Works under the direction of the Dean of the College of Business and Management in support of the College. Responsible for initiating and coordinating the administrative and departmental functions required for the effective implementation of administrative policies of the College. Duties performed require extensive knowledge of the programs, policies, and procedures of the College and UIS and the ability to operate computer systems, using word processing, database and software packages unique to the College and the University campus.

Duties & Responsibilities:

• Maintains Dean's, annual academic personnel, college planning and operational activities calendars. Coordinate a variety of meetings and events for the college. Initiates agenda, coordinate locations. and take, transcribe, and distribute minutes for College Committees. Performs quality control review of documents for Dean's signature. Coordinates paperwork flow of all documents requiring the Dean's signature, ensuring documents are recorded and delivered to the proper unit. Coordinates and maintains an overall awareness of the annual academic personnel calendar and collection of Dean’s Office personnel documents. Assists with notifications and associated processes while also maintaining a high level of confidentiality.
• Provides support to the Fiscal Officer. Under direction of the college fiscal officer, responsible for routine fiscal transactions (iBuy, Central Stores, Pcard, Tcard, TEM, etc.) and accounts of the college in compliance with college and university. Monitor and process reimbursements of travel, faculty development and other program expenses. Conducts extensive research involving the evaluation and selection of all types of equipment (printers, scanners, computers, furniture, etc.) from approved vendors. Serve as equipment inventory coordinator. Monitors office supplies for dean’s office.
• Under the direction of the Assistant to the Dean, assists with the centralized course schedule entry process for the College. Upon receipt of Report from the Assistant to the Dean, work with program chairs to obtain course schedules, update the report accordingly and return to the Assistant to the Dean. If requested, assist with catalog changes, curriculum changes, and assignment of course numbers for catalog. Upon request, make changes to course schedules using Schedule Section Change form, add instructors, change enrollment caps, enrollment permissions, etc. Processing Service In Excess forms for necessary faculty members.
• Assists with the maintenance of the adjunct data base and the hiring process of new adjuncts including processing Cornerstone requisitions, adjunct offer letters and HRFE job transactions.
• Submits requests for student worker(s) via Career Connect and Handshake, compose job descriptions, conduct interviews, make employment decisions, assist with the completion of Student Employment Checklist form, and initiate transactions in HRFE. Assists in the supervision of student worker(s), approves timesheets, respond to requests for completion of work assignments, and train on university and department procedures.
• Develops and implements procedures for paperless recordkeeping systems which include all student forms, faculty forms and reporting, catalog and schedule forms and documents, inventory, TEM and PCard transactions, among other system documents and records needed to ensure accuracy and efficiency in the college.
• Reviews overall work production, cost, equipment and staff resource utilization to evaluate progress in achieving goals, objects, and cost effectiveness. Recommends/implements actions to improve overall effectiveness in the dean's office and in each department of the college.
• Responsible for content and maintenance of college website and Facebook page. Assists academic departments in the college with website and social media content, publishing and maintenance.
• Serves as a resource person for staff of external units regarding any aspects or questions regarding the college or any of the departments within the college, including but not limited to curriculum, fiscal questions, calendars, departmental business and faculty research/interests.
• Composes correspondence which requires the interpretation, explanation, updating, or defense of college/department policies and guidelines, including but not limited to business continuity planning, strategic planning processes, administrative or programmatic functions.
• As necessary, prepares reports which require the synthesis or integration of a variety of subject areas or the summation of the individual contributions of staff members or sub-units. E.g. department expenditures, faculty workloads, student enrollments.
• Keeps up to date record of college emergency contacts and serves as college Emergency Coordinator.
• Perform other duties as assigned by the Dean.

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

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:

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 hremployment@uis.edu or call 217-206-6652.