Administrative Aide for the College of Arts and Sciences (CS27-014)

About the Role

Serve as the Dean's assistant and liaison with all units in the College of Arts and Sciences, other University offices, and the public. Provide authoritative information, assistance, and advice to CAS departments, faculty, staff, students, and external constituencies.

Responsibilities

• Work with Associate Deans and CAS Director of Business Affairs to process and track student and faculty travel funds, review travel vouchers, and manage student and faculty travel budgets.
• Collect and maintain confidential personnel information for faculty and staff in the College.
• Oversee the selection, training, and supervision of student workers and student ambassadors in the Dean's Office.
• Assist the Dean, Associate Deans, and other Dean's Office personnel in reviewing, evaluating, and interpreting College policies and operational procedures to ensure compliance with University policies and collective bargaining agreements.
• Maintain the Dean's calendar, prioritizing and scheduling meetings and appointments as necessary, revising the Dean's schedule as needed, and maintaining confidentiality regarding meetings and appointments relating to potentially sensitive topics.
• Collaborate and provide administrative leadership on various large scale scheduling events to include CAS Fall Meeting, University Preview, and CAS Chairs' Summer Planning Meeting.
• Create ad hoc reports and metrics to include the coordination of the production of the CAS Annual Report to the Provost.
• Serve as a resource and provide guidance for junior level clerical staff.

Minimum Qualifications

High school diploma 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 general or specialized office experience which included aspects of supervising staff or job function, organizing, and performing duties that lead to knowledge of generally accepted office principles.

Preferred Qualifications

• Knowledge of administrative procedures and systems, including record management, computer systems and software, collective bargaining agreements and labor relations.
• Excellent communication skills.
• Ability to assess costs and benefits and make appropriate decisions.
• Attention to detail.

Additional Information

FLSA: Non-Exempt

Illinois Residency Requirement: Pursuant to the State Universities Civil Service System, out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver's License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days is grounds for immediate separation.

Classification: State Universities Civil Service System Classification Number: 0058 – SUCSS Classification Title.

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).

Pre-Employment Screening: All external candidates who receive a job offer will be required to undergo pre-employment screening for this position. The screening process will encompass a criminal background check and, where applicable, other background checks such as a drug screen, verification of employment and education or licensure/certification, reference checks, and/or checks with relevant government registries. All job offers are contingent upon successful completion of the required screening process.

Work Authorization: SIUE will only employ those who are legally authorized to work in the United States and visa sponsorship for this position will not be provided. 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. SIUE is not currently enrolled in or participating in the E-Verify program and cannot legally employ individuals who are on OPT STEM Extension.

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 careerinfo@siue.edu.

This response is AI-generated, for reference only.