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Administrative Assistant

Employer
Western Illinois University
Location
Illinois, United States
Salary
Salary Not specified
Date posted
Nov 24, 2021


Administrative Assistant

  • Work Department: Foundation and Development
  • Class Title/Code: Administrative Assistant (0171)
  • Effective Date: Nov 19, 2021
  • Responsibilities:
    Maintains the calendar and commits the time of the Vice President for Advancement and Public Services and Executive Officer of the WIU Foundation; makes appointments for him/her with senior administration, donors, Foundation Board members, faculty/staff, Board of Trustees members, students, parents of students, visitors, student leaders, other university staff members, and outside agency personnel. Contacts in making required arrangements are by telephone, in writing, by E-Mail, or by personal contact. He/she arranges meetings, luncheons, events, and travel and lodging if requested, for the Vice President.

    Gathers information, analyzes, reviews, and briefs the Vice President on appointments, incoming mail, phone messages, staff inquiries and requests.

    Responds to requests on behalf of the Vice President.

    Signs for the Vice President when necessary; makes judgments in his absence; and performs other duties as requested by the Vice President or as necessary to perform the job at the required level.

    Represents the VPAPS both in his position as Vice President and/or in his position as Executive Officer of the WIU Foundation, and/or the Division of Advancement and Public Services at meetings when expedient.

    Maintains an overall cognizance of organizational activities of importance to the VPAPS, and the Division, and assists in the coordination of proper performance from support staff.

    Provides administrative supervision of extraordinary activities of the Division. Some of these activities include: administrative assistance during capital campaigns; administrative assistance during personnel searches; and coordination of a smooth transition between incoming and outgoing personnel.

    Coordinates all facets of the annual Summer Stipend Award process on behalf of the Executive Officer of the Foundation Board. This includes recruiting the committee, setting the timeline, updating the guidelines/application, advertising, answering questions from faculty, accepting and managing the applications, working with the committee during the review process, and publishing the results.

    Organizes orientation and assists in staff training of new employees who are direct reports to the VPAPS and the Executive Director of Development.

    Monitors compliance of University policies.

    Provides assistance to the Vice President by keeping track of direct reports, providing them assistance, and committing their time as necessary.

    Provides assistance to the Development Officers who report to the Executive Director of Development under the VPAPS regarding budgetary issues, procurement card usage, preparation of travel vouchers, etc.

    Approves timecards in the absence of the Vice President, and for other Division employees in the absence of their respective supervisors.

    The performance of these duties requires a great deal of discretion and independent judgment in establishing priorities, and the selection and evaluation of procedures to be employed.

    Serves as the liaison for the VPAPS. Contacts include but are not limited to senior administration, Division directors and support staff, donors, visitors, Foundation Board members, students, student leaders, University faculty/staff, Board of Trustees members, alumni, parents of students, and outside agency personnel. These contacts include but are not limited to providing information or obtaining information.

    In the capacity of Recording Secretary for the WIU Foundation Board of Directors, he/she arranges for meeting dates, times, locations, equipment, and meals/refreshments, compiles and organizes materials presented at meetings, and oversees any other meeting needs. In addition, he/she monitors compliance of board members according to the WIU Foundation Constitution & Bylaws. He/She attends Committee and Full Board meetings; takes and transcribes notes from these meetings; maintains complete records of Board meetings, historical records of members, and handles any follow-up which may be required.

    Serves as a resource person, answers inquiries, and resolves problems which require interpretation/justification of administrative policies and procedures.

    Commits her/his own time and she/he may also commit the time of the Staff Directors and support staff. He/She arranges for meetings and luncheons for various other groups and committees as necessary.
  • Required Qualifications:
    1. High school graduation or equivalent

    2. 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


*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.
  • Starting Salary: $3810/mo
  • Application Deadline: Dec 3, 2021

  • Employment - Information & Instructions
    Complete an Employment Application online. Submit supplemental application materials, including copies of official academic transcripts and a current resume, via email to HR-Testing@wiu.edu.

    All application materials, including completed application, transcripts, and resume, are due in the WIU Human Resources Office no later than 4:30 p.m. the day of the application deadline.

    Western Illinois University is an Affirmative Action and Equal Opportunity employer with a strong commitment to diversity and a non-discrimination policy that includes sex, race, color, sexual orientation, gender identity and gender expression, religion, age, marital status, national origin, disability, or veteran status.

    For questions regarding the application process, please contact:

    Human Resources Office
    Sherman Hall 105
    1 University Circle
    Macomb, IL 61455

    Phone: (309) 298-1971 ext. 1
    Fax: (309) 298-2300

    Email: HR-Testing@wiu.edu

    Open: Monday - Friday; 8:00 a.m. - 4:30 p.m.




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