Governors State University is seeking to hire an Administrative Assistant to provide administrative support for the Office of the Provost of the University, including managing the Provost's professional schedule and correspondence. The Administrative Assistant will also serve as the receptionist for the Office of the Provost, including greeting guests, providing information to visitors as needed, and responding to telephone callers. The Administrative Assistant must demonstrate high diligence, exemplary communication skills, including diplomacy and tact, and the flexibility to balance multiple competing priorities simultaneously in a fast-paced, demanding environment. This position reports directly to the Provost and supports the two Associate Provosts. Essential Responsibilities40% Under direction of the Provost and Vice President for Academic Affairs, manages the Provost's professional calendar, including scheduling appointments and events and resolving scheduling conflicts. Provides background information and other required documents to the Provost in advance of meetings and ensures logistics for meetings are satisfactorily arranged. Schedules and plans the Provost's travel, including coordinating all arrangements as needed, and facilitating compliance with all internal and external policies and statutes related to employee professional travel. Exercises appropriate discretion in managing disruptions to the Provost's schedule and escalating matters of importance. Attends meetings as requested to keep meeting minutes and schedule follow up actions. Ensure that files and records are maintained in accordance with legal requirements and university policies and procedures.
20% Under direction of the Provost this position is responsible for the creation and maintenance of the faculty personnel files and records. This includes monitoring the annual reviews, promotions, sabbaticals, awards, overloads, summer pay and other employment activity impacting faculty. Tracking and sharing academic this activity with the appropriate parties to ensure processing occurs in a timely manner and documentation is complete. Proficiency in multiple systems used is expected.
20% Under direction of the Provost this position will assist with managing the budget for Academic Affairs. Various budgetrelated duties such as purchase orders, requisitions, and standard bookkeeping must be conducted in a timely and accurate manner. Financial data input and retrieval for reporting purposes will be expected. This will also require interacting with multiple units across campus who oversee university-wide budget and financial matters.
10% Under direction of the Provost, receives and responds in a timely manner to telephonic and written correspondence from various constituents, including trustees, politicians, students, staff, faculty, parents, university partners, and members of the public. Screens incoming correspondence to identify and prioritize matters of importance. Ensures that all written correspondence, including emails, drafted on behalf of the Office of the Provost are professional in tone and substance. Organizes and maintains records of the Provost's correspondence.
10% Performs additional administrative support duties as assigned, frequently of a highly confidential nature, including performing administrative tasks for the Associate Provosts as time permits. Other duties may include, but are not limited to, preparing presentation materials, including slides and reports, arranging meeting logistics, receiving guests and visitors to the Office of the Provost, copying, filing, and preparing expense and other types of administrative reports.
Hourly Range: $22.82 to $31.83.
(This is a non-unionized position. Salary starts at the base and is determined based on Education and Experience exceeding the minimum qualifications).
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: https://www.govst.edu/benefits/.
Required and Preferred Qualifications
Required Qualifications:
High school graduation or equivalent
Any one or any combination totaling five (5) years (60 months) from the following categories:
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)
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
Preferred Qualifications:
Bachelor's degree in the area of instruction is represented at the university.
Minimum of 3 years in a professional, executive-level work environment, preferably in a small to medium size public sector company or government agency
Experience in Higher Education preferred
REQUIRED ATTACHMENTS:
Cover Letter
Resume
List of Professional References
High School/GED Diploma or Transcript
Illinois Driver's License
Supplemental Information
DOCUMENTATION REQUIREMENT:
For consideration, applicants are required to attach the following: 1: High School Diploma/GED (You may submit college/university transcripts for proof of credits to meet the minimum requirements.) 2: Online Application - Must be fully completed, include all dates of employment, employment status (full-time or if part-time, include percentages), job duties and responsibilities (full details). 3: Cover Letter. 4: Resume. 5: A list of three Professional References (We will only contact your references 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 consist of a review and rating of the applicants Education, Experience, Licenses, and other qualifications. Applicants are required to provide electronic documentation as listed above to verify that the minimum qualifications for this position has been met.
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.
