Office Administrator

Position Details

Position Information

Position Type
Civil Service

Classification Title
Office Administrator

Position's Functional Title
Office Administrator

Position Start Date
04/03/2023

Position End Date (if temporary)

Position Summary

Governor State University is seeking to hire a Physical Therapy Office Administrator to be the primary program assistant responsible for initiating, organizing, coordinating and implementing secretarial and office support duties for the Physical Therapy program in the College of Health and Human Services. The Office Administrator provides support for the Department Chair, eight (8) other full time faculty members, the Director of Clinical Education, approximately ten adjunct professors and numerous consultants and guest lecturers for the Physical Therapy Department.

Essential Responsibilities:
25% Schedules and enters all program curricula entry, additions and changes for each of three semesters annually using Colleague for all and DPT courses including changes to faculty assignment of duties and adjunct contract information.

10% Composes, edits, transcribes, interprets and directs materials for daily correspondence using knowledge of two departments’ curriculum, faculty, and resources, and expedites necessary actions such as work/maintenance requests, student unofficial transcripts, course rosters, budgetary requisitions and tracking, and numerous reports relative to the successful functioning of both programs.

5% Assists Department Chair with preparation of sensitive and confidential documents such as travel and agenda arrangements for accreditation site visits, faculty searches, continuing education workshops, progress reports and accreditation reports for the ongoing accreditation processes for the Physical Therapy Department.

5% Supervises Physical Therapy Program student workers (i.e., Research Assistants, Teaching Assistants, Laboratory Assistants, and Work Study Assistants) as assigned by Department Chair. As assigned by Department Chair, interviews, orients, trains, instructs and evaluates the program assistants, advising them of program policies and procedures, emphasizing the need for discretion and confidentiality. Oversees projects, is responsible for signing their time sheets, task sheets, and approves time leaves.

10% Organizes and places all purchase orders and payments for program commodities, contractual documents and purchases, program equipment and office supplies, including the confidential and respectful yearly arrangement of obtaining twelve human cadavers for the human anatomy laboratory through correspondence with the out of state university provider and area mortuary services company including the arrangements of yearly retrieval of remains.

15% Maintains the clinical education database in the clinical education software. This includes checking and maintaining student personal records in the eValue database and creating reports from the databases, creating the Clinical Performance Instrument ( CPI ) and matching students with their clinical instructor for clinical experiences by creating the optimization screens and reports within eValue, creating and maintaining continuing education unit ( CEU ) certificates for clinical instructors participating in clinical experiences, inputting and maintaining student geographical location ( GLP ) spreadsheets for each cohort.

10% As indicated by accreditation directives, transcribes and maintains detailed minutes of weekly and monthly Physical Therapy faculty meetings, Curriculum Committee meetings, Advisory Board Meetings and faculty retreats for both programs.

5% Organizes all the arrangements for many large annual PT events i.e., Ceremony, DPT White Coat Ceremony, DPT Combined New Student Orientation, APTA Credentialed Clinical Instructor Program, in conjunction with 25LIVE and all university facilities.

5% Maintains an extensive, secure, filing system for documents such as policies and procedures, reports and correspondence, course syllabi, confidential personnel contracts and files, student files and all other files to support the successful functioning of two accredited programs.
Acts as Program Inventory Coordinator for the program, managing and maintaining a detailed inventory of all program equipment and acquisitions with yearly updates.

5% Resolving issues and problems from students, clinical instructors and adjunct faculty by email regarding eValue and the CPI, researching potential clinical sites.

5% Assists Director of clinical education in any clinical education administrative duties.

Other Responsibilities:
• Duplicates materials appropriate for department records and faculty/staff needs.
• Maintains a calendar of operating commitments and notifies faculty of meetings, etc.
• Analyzes financial data and maintains a detailed, accurate record of budgetary reports.
• Initiates and composes memos and requests for services of all GSU service departments.
• Generates payment for adjuncts, consultants, and guest lectures.
• Manages applications for student scholarships and Graduate Assistantships, as assigned by Department Chair.
• Uses judgement and maintains confidentiality of sensitive information, documents, and actions, as requested by the Department Chair.

Hourly Wages: $18.07 (Yearly $35,236.50.)

(This is a negotiated position.).

This position qualifies for an expansive suite of fringe benefits including, various insurance options, paid time off, retirement and investment options, and tuition waivers. Visit: https://www.govst.edu/benefits/ .

Minimum Qualifications

REQUIRED : DOCUMENTATION CONFIRMING HIGH SCHOOL COMPLETION OR EQUIVALENT MUST BE ATTACHED FOR CONSIDERATION OF THIS POSITION, COLLEGE / UNIVERSITY TRANSCRIPTS MAY BE SUBSTITUTED (See “Special instructions to applicants” section below).

1. High school graduation or equivalent.

2. Any one or combination totaling four (4) years (48) months from the categories below:
A. Four (4) years (48 months) of work experience performing office/clerical activities, including the use of computer systems.

B. College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent:

• 30 semester hours equals one (1) year (12 months)
• Associate’s Degree (60 semester hours) equals eighteen months (18 months)
• 90 semester hours equals two (2) years (24 months)
• Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)

EXAM TYPE : CREDENTIALS ASSESSMENT ( YOU DO NOT NEED TO COME FOR THIS EXAM ).

For more information regarding this classification, visit: https://www.sucss.illinois.gov/pages/classspec/detail.aspx?tblClassIndexID=4234.

Preferred Qualifications

Educational degree and/or coursework in Business at a Bachelor’s or Master’s degree level.

Posting Date
03/16/2023

Closing Date
03/27/2023

Open Until Filled
No

Posting Number
CS0777P

Type of Search
External

Quicklink for Posting
https://employment.govst.edu/postings/8413

Employee ID

Department

Special Instructions to Applicants

DOCUMENTATION REQUIREMENT :
For consideration, applicants are required to attach the following:
1: High School Diploma/ GED .
2: Online Application – Must be fully completed, include all dates of employment, employment status (full-time or if part-time, include percentages), job duties and responsibilities (full details).
3: Cover Letter.
4: Resume.
5: A list of three Professional References (We will only contact your references if you are a finalist).

RESIDENCY REQUIREMENT :
Illinois residency required.

CREDENTIAL ASSESSMENT EXAM DETAILS :
This vacancy involves a Credential Assessment Examination which consist of a review and rating of the applicants Education, Experience, Licenses, and other qualifications. Applicants are required to provide electronic documentation as listed above to verify that the minimum qualifications for this position has been met.

VETERAN’S PREFERENCE POINTS :
Veterans may be eligible to receive additional points on a passing final examination score. To determine eligibility, submit one of the following documents to the Department of Human Resources:
1: Department of Defense – DD214 / DD215
2: National Guard – NGB22 Form
3: Discharge Orders
4: Reserves – DD256 Discharge Certificate

Note: Documentation must be received by the closing date of this posting.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Are you a resident of the State of Illinois?
   • Yes
   • No
2. * Are you a High school graduate or equivalent?
   • Yes
   • No
3. * Are you proficient in Microsoft Office applications?
   • Yes
   • No
4. * Do you have experience creating reports and working with Excel documents?
   • yes
   • no
5. * Rate your experience with Microsoft Outlook:
   • Beginner
   • Intermediate
   • Advanced
6. * What is your user level with Ellucian (Datatel) Colleague?
   • No Experience
   • Beginner
   • Intermediate
   • Expert
   • Power User
7. * Do you possess strong interpersonal and written communication skills?
   • Yes
   • No
8. * Do you have experience in higher education programs and meeting activities?
   • No
   • Yes
9. * Provide examples of how you handled difficult situations with those you have worked with.
   
   (Open Ended Question)
   
   
10. * If you have not had higher ed experience, please explain your interest in working in this environment.
    
    (Open Ended Question)
    
    
11. * How many years of professional Administrative Support experience as described in the position summary do you have?
    • none
    • 0-1 year
    • 2-3 years
    • 3-4 years
    • 4-5 years
    • 5-6 years
    • 6+ years
12. * How did you hear about this employment opportunity?
    • Public Job Posting
    • Internal Job Posting
    • Agency Referral
    • Advertisement/Publication
    • Personal Referral
    • Website
    • Other

Required Documents
Required Documents

1. Cover Letter
2. Resume
3. List of Three Professional References
4. High School Diploma or GED
5. Current Illinois Driver's License or Identification Card

Optional Documents

1. Transcripts
2. Letter of Recommendation
3. Veteran’s/Military Preference Points Documentation
4. Other2
5. Other3