Administrative Assistant

  • Governors State University
  • 1 University Pkwy, University Park, IL 60484
  • May 11, 2022
Full time Assistant, Secretary & Executive Assistant

Job Description

The Administrative Assistant for the Center for Student Engagement & Intercultural Programs will work with Executive Director to oversee administration functions, which includes coordinating, decision making discretion and responsibilities. The position job responsibilities include high impact activities that affect all departments and colleges in the University in addition to managing and reconciling several budgets (departmental and clubs/organizations).

Essential Responsibilities:
20% 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 itemized recording of expenditures, prepares
expenditures reports and monitors and tracks fiscal year project allocations. Reviews,
evaluates, develops, and interprets University and departmental policies and operational
procedures. Extensive training in Colleague for budgetary and expenditure transactions
and student compliance verification. Monitors and reports weekly regarding all unit
accounts/budgets; Maintain student fee activity fund accounts, balances, inquiries, and
reports in collaboration with Assistant Director of Campus Programs & Traditions.
Ensure that Student Club records maintain accurately and efficiently in collaboration with
Coordinator of Clubs & Organizations.

20% Drafts multi-source communications/reports and develops and distributes any other
correspondence as directed. Manages and develops confidential information and systems including maintaining personnel records and salary information, and also
manages institutional historical and ordinary documents. Develop and monitor
annual/semester calendar for CSEIP. Maintain updated information on CSEIP website
and social media platforms

20% Supervise student workers and extra help; evaluates staffing needs and ensures that the
personnel needs of the department are being met; reviews job descriptions and oversee
personnel transactions, hiring/searches.

20% Advises and provides executive support. Provide administrative support for special
events and activities. Provide administrative support for identifying and confirming room
assignments, ordering university services to ensure delivery of all Student Life (Civic
Engagement & Intercultural Education, Clubs & Organizations and Campus Programs &
Traditions)

20% Manage staff travel, and student travel process. Responsible for coordinating logistical
arrangements relating to scheduling program venues/locations and student travel.
Coordinate operational projects, meetings, conferences and travel arrangements
including monitoring and expediting the process.

Other Responsibilities:
  • Demonstrates knowledge and good judgment in matters of college policy and procedures.
  • Stays well informed regarding student engagement developments.
  • Completes miscellaneous clerical functions, research, reports, and memos as requested.
  • Proactive Leader - Works well without close supervision and demonstrates initiative.
  • Assists with questions and problems courteously and promptly.
  • Attends and participates in meetings as required.

Salary: $42,646.50.
(This is a non-unionized position. Salary starts at the base and is determined based on Education and Experience exceeding the minimum qualifications).

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/.

Application Details


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