New job Administrative Assistant in Illinois

Administrative Assistant

Company : University of Illinois Springfield
Salary : $24.72 an hour
Location : Illinois

Full Description

UIS Human Resources has a List Serve Option for current vacancies.

Please scroll to the bottom of this page to click on the link to sign up!

Subscribers will receive weekly emails with current UIS vacancies.

New Applicants: Please create an account from the Home Page. Select the "Apply to Position" button at the bottom of this posting to complete the required forms including the Pre-Approval, which must be submitted before 5:00 pm on the deadline of the posting. Upon approval, which can take 1-3 days to account for weekends and holidays when employees are out of office, complete the remaining forms to apply and be sure to upload any documents noted as required in the posting.

Returning Applicants: Select the "Apply to Position" button at the bottom of this posting, complete the required forms to apply and be sure to upload any documents noted as required in the posting. Note: if you have previously applied for positions before March 1st 2019, you will have to complete and submit another Pre-Approval form. Please read directions under “New Applicants” above.

To properly evaluate your qualifications for this position, your online application must include a complete employment history detailing duties, education and certifications. Note that a resume cannot substitute for the information required on the official application form. Education requirement will be verified by submitted transcript(s).

College Transcripts and Veteran's Preference Eligibility: College transcripts and military discharge documentation (DD214, DD215, and NGB22) must be uploaded with the online application. Human Resources will not accept faxed, emailed, or hand delivered documentation to our office.


DEADLINE TO SUBMIT TRANSCRIPTS: 05/06/2021 Failure to list or accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam.

For full consideration, applicants must be residents of the State of Illinois.

Minimum Starting Salary: $24.72 per hour/7.5 hour workday

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 the Fair Credit Reporting Act.

UIS is an affirmative action/equal employment opportunity employer; veterans, persons with disabilities, women and minorities are encouraged to apply.

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 and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit

As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

UIS employment in this role is not covered by Social Security, and instead, is covered by the State Universities Retirement System.

  • You don't pay Social Security taxes and your earnings won't 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
    • Social Security benefit and
    • Social Security benefit as a spouse.

New Vacancy List Serve: Human Resources now has a list serve for current vacancies. Subscribers will receive weekly emails with current UIS vacancies.


Functional Summary

Provide administrative leadership and operational support to the College of Public Affairs & Administration (CPAA). This position requires decision authority, discretion and independent judgment with regard to academic and administrative matters. This position reports directly to the Dean and serves as primary liaison to the campus community, University of Illinois administration, and the external community.

  • Oversee policies and procedures needed for the efficient and effective operation of the college. Review, provide feedback on, and oversee the implementation of policies and procedures required by campus and university-wide systems. Develop additional policies and procedures, as necessary, to address the functional needs of the college. Serve as the subject matter expert on policies and procedures to assist faculty, staff, and students. Monitor similarities and difference in policies, procedures, and practices among the colleges on campus by maintaining active relationships with the other deans' assistants. Independently identify, investigate, plan, make decisions and complete projects the aim of which is to improve the operational effectiveness and efficiency of the college.

  • Serve as the chief human resources officer for the college. Manage all faculty and staff search and hiring processes to assure that proper procedures are followed and that fair and timely action is taken. Maintain current knowledge of university hiring policies and procedures in order to provide clear and accurate guidance to search committees and hiring authorities.

  • Oversee and manage the work of support staff in the college. Recruit, hire, and train support staff. Monitor support staff activities to assure that work requirements are being met and objectives for the dean's office and college departments are being achieved. Coordinate the allocation of support staff effort with departmental faculty.

  • Serve as subject matter expert to University departments and external parties. Serve as the college's chief liaison to the Admissions Office and Records and Registration Office in regard to admission requirements, course credit, and graduation requirements. Make recommendations to college departments and the college Executive Committee on revisions to requirements needed to comply with university policies or better attain college or departmental educational objectives. Assure that information flows in a smooth and timely way within the college and between the college and universityand external parties. Assure that student inquiries and complaints are handled in a timely and effective way. Maintain current knowledge of all external requirements from the University of Illinois, Illinois Board of Higher Education, and federal and state governments that apply to the college and establish procedures to assure that these requirements are met.

  • Actively oversee and provide feedback to the dean, the college cabinet, and the college executive committee on the college's progress in fulfilling university, campus, and college strategic plan expectations.

  • Design and conduct formal orientation programs for new faculty and staff in order to familiarize them with the policies, procedures, practices, and culture of the college.

Minimum Acceptable 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 (Master's Degree preferred)
  • Minimum of three years of relevant administrative experience dealing with complex problems
  • Experience supervising others

Knowledge, Skills, and Abilities

  • Ability to manage complex interpersonal conflicts and successfully resolve complaints among personnel at different hierarchical levels
  • Ability to motivate and guide others to perform effectively, both as individuals and as group members
  • Ability to understand and resolve complex problems that can arise between employees and the rules and systems that govern organizational operations
  • Highly developed skill in active listening in order to competently understand the needs and concerns of a wide variety of organizational members
  • Ability to put the needs of others first and to look for ways to help people in need of assistance
  • Ability to weigh the costs and benefits of potential courses of action in order to choose the right one
  • Skill in determining how systems within a highly complex organization work, how they should work, and how changes in conditions, operations, and the external environment will affect outcomes
  • Ability to tell when something is wrong or likely to go wrong through familiarity with policies & procedures
  • Ability both in writing and orally to communicate with external audiences successfully
  • Ability to obtain and use relevant information and individual judgment to determine whether events and processes comply with applicable laws, regulations, and standards
  • Knowledge of the principles and processes for serving others, including needs assessment, meeting service quality standards, and evaluation of customer satisfaction
  • Knowledge of planning, resource allocation, human resource assessment, and coordination of people and resources
  • Knowledge of how people function in work environments, and the role that individual differences in ability, personality, and interests play in shaping the culture and climate of work environments.

New Vacancy List Serve: Human Resources now has a list serve for current vacancies. Subscribers will receive weekly emails with current UIS vacancies.

Apply Now