Administrative Assistant

Administrative Assistant

Salary

$3,439.00 - $4,385.00 Monthly

Location

On Campus

Job Type

Civil Service

Job Number

2600496

Department

College of Agricultural, Life and Physical Sciences-SIUC

Opening Date

10/05/2026

Closing Date

10/12/2026 11:59 PM Central

FLSA:

Variable

Security/Safety Sensitive:

NA

FTE

1.00

• Description
• Benefits
• Questions

Description

Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

Employees at this level are engaged in overseeing administrative functions which are characterized by decision making discretion and responsibility including supervisory responsibilities for staff and/or job function. Administrative Assistants job duties are also characterized by high impact activities that can affect more than one department and for which errors can have serious consequences.

Examples of Duties

Advises and provides executive support to an executive/administrator;

maintains an encompassing, organized overview of significant University and departmental responsibilities and deadlines;

reviews, evaluates, develops, and interprets University and departmental policies and operational procedures;

drafts multi-source communications/reports for executives/administrators and develops and distributes any other correspondences as directed;

investigates, plans, organizes, interprets, and analyzes various sources of information in support of administrative reports and University and/or departmental business operations;

manages and develops confidential information and systems including maintaining personnel records and salary information, and also manages institutional, historical, and ordinary documents;

oversees the planning and implementation of special events (e.g., departmental and university wide presentations);

serves as a liaison providing authoritative information, assistance, and advice to departments, various constituencies, and individuals at all levels (including national, state, regional, community, and campus levels);

acts as a representative for departments and/or executives/administrators, as requested, which includes sitting on various committees and/or attending professional conferences;

supervises staff, student workers, and extra help;

evaluates staffing needs and ensures that the personnel needs of a department are being met;

develops and reviews job descriptions for unit staff positions and oversees personnel transactions, hiring/searches;

provides approval and submission of time cards and annual performance appraisals, etc.

manages budget activities (e.g., prepares budget projections for the fiscal year, plans distributions, approves and maintains accounts, approves budget transfers and conducts budget reconciliations);

maintains an itemized recording of expenditures, prepares expenditure reports and monitors and tracks fiscal year project allocations;

performs related duties as assigned.

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 Associates degree equals one (1) year (12 months)

• 90 semester hours equals two (2) years (24 months)

• 120 semester hours or a Bachelors degree equals three (3) years (36 months)

• Masters 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

• As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above.

Supplemental Information

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.

Tips for Completing a Civil Service Application:

1. To be eligible for the role, ensure that your application includes a complete and detailed employment history that highlights your relevant full-time and part-time work experience, including start and end dates of employment.

2. Relevant part-time work experience will count towards the qualifications for this position and will be converted to full-time equivalence to calculate the total length of experience.

3. Upload all official transcripts to meet the educational requirements. If the job description specifies a minimum number of college hours, transcripts are mandatory for the successful processing of your application.

4. Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application, unless the same proof has already been submitted in a previous application. The required proof of eligibility includes, at a minimum, a copy of the veterans DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves).

5. After the position has closed, your application and supporting materials will be reviewed to determine if you meet the minimum qualifications, including any specialty factors associated with this position. Those who qualify will move forward for Civil Service Examination/Testing.

6. Please monitor your e-mail for further information regarding your application. Emails will be generated from info@schooljobs.com.

7. For more information on Civil Service classifications, please visit the SUCSS web site at sucss.illinois.gov

About Civil Service Examination/Testing: 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 application materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, your application will move forward for examination/testing in which 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. This score will be emailed to the email address noted on your application. After the application deadline, the names within the top three scores will be referred to the department for interview.

Sponsorship for work authorization is not available. For more information visit https://policies.siu.edu/policies/employment-non-us-citizens.php

Southern Illinois University Carbondale is an R1 Opportunity University with a statewide economic impact of $2.7 billion dollars. We offer 200+ undergraduate degrees, minors and specializations, 79 master's degrees, and 40 doctoral degrees. Our main campus is 1,136 acres, with additional acreage in University Farms, Touch of Nature Outdoor Education Center, and other facilities. The university is an essential part of the city of Carbondale and an important contributor to the culture of the entire region. While Carbondale includes many of the amenities of urban life, it retains its small-town flavor. Cost of living is considerably lower in the region than similar areas elsewhere, and many employees commute from nearby counties.

The Southern Illinois region is distinct from the rest of the state, boasting considerable natural beauty including the Shawnee National Forest, many state parks, national wildlife areas, and several lakes beloved for recreation. Local foods are readily available in the area, with a variety of eateries and a growing specialized food truck presence. The area is home to the Shawnee Hills Wine Trail, an official wine appellation designation. The wineries extend the cultural reach of the community, hosting live music and continual art exhibits. The campus itself is a microcosm of the area, with a lake and forest on campus, as well as traditional collegiate architecture, quad, and residential halls. Students enjoy outdoor study areas as well as specialized computer labs scattered across campus, including in the three million volume Morris Library. To learn about employee benefits, employee tuition waivers, and find resources about Carbondale and the Southern Illinois region, visit: https://jobs.siu.edu/.

Southern Illinois University Carbondale is an equal opportunity, affirmative action employer dedicated to building a community of excellence, equity, and diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ancestry, age, order of protection status, genetic information, marital status, disability, pregnancy, sexual orientation including gender identity, unfavorable discharge from the military or status as a protected veteran. The university will comply with all federal and state nondiscrimination, equal opportunity and affirmative action laws, orders, and regulations.

University employees may be eligible for a variety of State of Illinois benefits. These benefits are administered through the Illinois Department of Central Management Service (CMS). These benefits include: Health Insurance plans (HMOs, OAPs, QCHP and CDHP), Dental Insurance, Vision Plan, Life Insurance, Accidental Death & Dismemberment (AD&D), Supplemental Long Term Disability (LTD), Flex Spending Accounts, MCAP and DCAP, and 457(b) Deferred Compensation Plan.

Eligible employees are required to participate in the State Universities Retirement System (SURS). SURS is the retirement administrator for employees in public higher education in the State of Illinois.

Other benefits available to eligible employees include: Generous paid time-off, 403(b) Supplemental Retirement Plans, and Employee Assistance Program.

SIUC also provides extensive tuition benefits for its employees and their families such as: tuition waiver/application fee waiver for the employee and their dependents, a Legacy tuition rate for children of SIU Alumni, and Civil Service Employee Counsel (CSEC) Education Assistance Program (EAP).

For more information please visit: https://hr.siu.edu/benefits/

01

Describe your specific work experience advising and providing executive support to an executive/administrator on various administrative matters; maintaining an encompassing, organized overview of significant University and departmental responsibilities and deadlines; developing, designing, and evaluating departmental policies and operational procedures.

02

Describe your specific work experience drafting multi-source communications/reports for an executive/administrator, expenditure reports, etc.; investigating, planning, organizing, and interpreting/analyzing various sources of information in support of administrative reports and departmental business operations.

03

Describe your specific work experience serving as a liaison between departments and various constituencies or between different groups within a department; representing a department or an executive/administrator by sitting on various committees; planning and implementing special events (such as departmental and university-wide presentations/ceremonies).

04

Describe your specific work experience overseeing/supervising personnel transactions, searches, and employment and/or other processes or programs; evaluating staffing needs and insuring that the personnel needs of a department are being met; supervising staff, student workers, and extra-help.

05

Describe your specific work experience acting as a representative and managing departmental budget activities (e.g., preparing budget projections for the fiscal year, planning distributions, approving and maintaining accounts, approving budget transfers and conducting budget reconciliations); maintaining an itemized record of expenditures, preparing expenditure reports and monitoring and tracking fiscal year project allocations.

06

Describe your specific work experience managing confidential information including maintaining personnel records and institutional, historical, and other documents.

Required Question

Employer Southern Illinois University - Carbondale

Address 900 S. Normal Ave

Carbondale, Illinois, 62901

Website https://siu.edu/