Assistant to the Associate Director

Division Name: Academic Affairs Department: School of Teaching and Learning

Job Summary

The primary purpose of this position is to provide administrative support to the Associate Director of Scheduling and Contractual Personnel. Additionally, this position works with 100+ instructional and clinical assistant professors, coordinates arrangements for on campus and off campus meetings, works with multiple campus departments when dealing with student/administrative processes, and assists with course scheduling by maintaining the spreadsheet and communicating with the Office of the Registrar. Office support duties include providing main office support via phone, email, and in-person interaction; handling all technology and phone requests, Facilities Management requests, fleet vehicle requests, and key ordering; managing the hiring process by posting of positions, scheduling interviews, and working with Human Resources; assisting faculty with conference registration, airline reservations, and other purchases; managing textbook orders each semester.

Salary Rate / Pay Rate

$18.50 - $19.15 per hour

Required Qualifications

• High school graduation or equivalent

• Twenty-four (24) months of work experience comparable to the third level of this series. This work includes 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 a department/unit is central to the performance of the duties.

Preferred Qualifications

• Exceptional communication skills and strong organizational skills.

• Extensive secretarial experience with excellent people skills, patience, and ability to multi-task.

• Strong knowledgebase in grammar and spelling.

• High level of skills in document production and proof-reading.

• Possession of strong computer knowledge and skills, particularly working with Microsoft Office programs, and a willingness to learn unfamiliar systems.

• Working knowledge of the Illinois State University student information systems.

• Possess the ability to work with the public, under pressure, and work with interruptions in a multi-functional office independent of supervision.

• Adhere to high ethical standards, using good judgment, confidentiality and discretion, due to the confidential nature of information.

Work Hours

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

Functional Expectations

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

• Remain at a workstation for extended periods.

• Effectively communicate on a daily basis.

Proposed Starting Date

January 2024

Required Applicant Documents

Resume Cover Letter

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

Optional Applicant Documents

Transcripts - See Special Instructions to Applicants 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

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. If you are using college or university coursework to qualify for this position, then college or university transcripts (may be unofficial) must be submitted prior to the application deadline to receive full consideration. 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: Kira Shelton 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. This position is represented by AFSCME Local 3236-Clericals.

Contact Information for Applicants

Kira Shelton Human Resources [email protected] (309) 438-2120

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/Affirmative Action 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.

Application Opened: 12/06/2025 11:40 AM CST Application Closes: 01/02/2024 11:55 PM CST