Office Administrator

Title: Office Administrator
Division Name: University Advancement
Department: Alumni Engagement

Job Summary

This position supports the work of the Executive Director of Alumni Engagement, including managing the calendar, composing correspondence and maintaining confidential records. This position maintains the financial records for the unit, including budget analysis, fiscal report preparation and fiscal report creation and production. They work closely with unit professional staff in all phases of budget development, payment of bills, as well as planning and supporting events. They coordinate the purchase and distribution of promotional items for the department. This staff member oversees the Office of Alumni Engagement reception area and the event registration processes. They collaborate with the Executive Director to manage meetings/activities of the Alumni Association Board of Directors. This position manages the office environment by maintaining adequate supplies, scheduling unit meetings and assisting with communication within the unit.

Additional Information

The Office of Alumni Engagement seeks to effectively engage and communicate with the over 240,000 living alumni of Illinois State University. This work is primarily accomplished via events on campus, in Illinois and throughout the United States, as well as via communication strategies involving publications, direct mail, email and social media.

University Benefit Highlights:

• Insurance benefits , including health, dental, vision, and life
• Retirement and supplemental retirement planning options
• Tuition waiver benefits available to staff as well as their eligible dependents
• Paid holiday / administrative closures during Thanksgiving and Winter Breaks
• Paid benefit time

Additional University Benefit information, including information regarding eligibility to participate in the State Universities Retirement System and the State of Illinois Group Insurance program, can be reviewed here: Salary Rate / Pay Rate

$20.91 per hour

Required Qualifications

1. High school diploma or equivalent.
2. Any one of the following from the categories below:
A. Four (4) years (48 months) of work experience comparable to the third level of this series. This includes work such as performing a wide variety of office support tasks, which require the use of judgment and initiative and the ability to operate computer systems, using word processing, database and software packages. Knowledge of the organization, programs, practices, and procedures of the unit is central to the performance of the duties.
B. Two (2) years (24 months) of work experience comparable to the fourth level of this series. This includes work such as performing highly specialized administrative support duties. In-depth knowledge of the organization, programs, policies, and procedures of the unit is essential to the performance of the duties, along with the ability to use good judgment, the ability to operate computer systems, using word processing, database, and software packages, and to exercise discretion in handling sensitive and confidential information.

Work Hours

8:00am to 4:30pm, Monday through Friday

Functional Expectations

Functional Expectations: Must be able to complete the following with or without a reasonable accommodation:

1. Effectively communicate on a daily basis.
2. Remain at a workstation for extended periods
3. Move about in various locations across campus as needed to complete day-to-day work. Proposed Starting Date

April 2026

Required Applicant Documents

Resume
Cover Letter
Reference List

Please Note : These documents are required to be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Optional Applicant Documents

Transcripts - See Special Instructions section for additional options
Certification of Retirement Annuity

Please Note : These documents may be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Special Instructions for Applicants

Please fully complete the entire application including, but not limited to, the education and work history portions. Be specific on your work history, including employment dates (if part-time you must list the number of work hours) and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position; however, it will be converted to a full-time equivalency to determine combined length of experience. Please do not put "see resume" in the duties and responsibilities section of the work history. This will be considered an incomplete application and incomplete applications will not be considered.

In order to received maximum eligible points on the exam, college or university transcripts (may be unofficial) must be submitted prior to the application deadline. Transcripts can either be uploaded with your application or submitted via the options listed below.

To be eligible for Veteran's Preference points on the exam, appropriate military service documentation such as a DD-214 must be submitted prior to the application deadline.

Transcripts and/or military service documentation may be faxed or mailed to Human Resources by the application deadline:

Fax: 309.438.0011, Attn: Breanna Crippen
Address: Illinois State University
Human Resources
Campus Box 1300
Normal, IL 61790-1300

The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of applicant materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. After the application deadline, the names within the top three scores will be referred to the department for interview.

Illinois State University is authorized to do business within the State of Illinois. All work under this appointment is required to be performed from within the State of Illinois.

Applicants for this position must be authorized to work in the U.S. without ISU sponsorship. Sponsorship for work authorization will not be considered for this position. Contact Information for Applicants

Breanna Crippen
Human Resources
309-438-8315
[email protected]

Important Information for Applicants

This position is subject to a criminal background investigation and if applicable, an employment history review, based on University Policy 3.1.30 and any offer of employment is contingent upon you passing a satisfactory criminal background investigation and/or an employment history review. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Illinois State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

If you are an individual with a disability and need a reasonable accommodation under the Americans with Disabilities Act (ADA) or other state or federal law you may request an accommodation by contacting the Office of Equal Opportunity and Access at (309) 438-3383 . The Office of Equal Opportunity and Access will hold any confidential information you provide in confidence.

If you are having difficulty accessing the system, please call Human Resources at (309) 438-8311 .