Administrative aide

Full job description

Administrative Aide - CPAE

Posting Category:

About UIS: Located in the state capital, the University of Illinois Springfield is one of three members of the University of Illinois system. The University serves more than 4,000 students in 44 graduate and 56 undergraduate programs. You are encouraged to visit the university web page at

Application deadline: 5/17/2024

Minimum Starting Salary: $23.50 per hour / 7.5 hour work day

Summary:
The Administrative Aide for the College of Public Affairs and Education's Dean's Office team assists with the day-to-day operations of human resources functions and business operations support under the supervision of the Business Administrative Associate.



Duties & Responsibilities:

• Coordinate all faculty and staff search and hiring processes, assists with development and review of job descriptions for unit staff positions and performs personnel transactions, enter/monitor all search materials in human resources systems

• Processes transactions related to compensation, including working with the Business Administrative Associate to process compensation requests from grants and contracts

• Serve as secondary approver for CPAE Expense Reports in Chrome River, fulfills other duties as necessary to maintain internal controls appropriately for CPAE

• Assist with onboarding process and serves as a liaison between new hires and the UIS human resource office

• Assists with the development of various activities such as recruitment, orientation sessions for new employees, and training and development workshops

• Assists with the review, preparation, and management of grants and contracts

• Facilitate gift acknowledgements for CPAE donations

• Assists with the development, implementation, and interpretation of operational policies and procedures, maintenance and management of records

Minimum Qualifications:
1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories: A. 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) B. progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Preferred Qualifications:
1-3 years working in a Human Resources setting
1-3 years working in business operations

Knowledge, Skills & Abilities:
Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources.
Knowledge of standard principles and procedures used in human resource and ability to apply those used in complex technical operations in human resource.
Knowledge of federal and state laws, rules, and/or regulations related to public human resource administration; ability to learn those of the employing institution.
Ability to assist in the formulation/revision of human resource policies and procedures.
Ability to assist in the management human resource operations and coordinate them with other organizational units.
Ability to process and handle confidential information with discretion.
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology.
Knowledge of technology including electronic equipment, computer hardware and software, and their applications.
Knowledge of basic arithmetic, algebra, statistics, and their applications.
Ability to work independently and effectively organize and prioritize multiple tasks.
Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
Ability to work collaboratively and communicate effectively as appropriate for the needs of the audience.
Ability to analyze and develop guidelines, procedures and systems to outline specific goals and implement plans to prioritize, organize, and accomplish tasks.
Ability to analyze, interpret, and explain work related documents, policies, and procedures.

Employment Policies and other information:

Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam.

UIS an affirmative action/equal opportunity employer with strong institutional commitment to recruitment and retention of a diverse and inclusive community. Women, minorities, veterans, and persons with disabilities are encouraged to apply. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

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 state and federal law.

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

UIS employees are strongly encouraged to stay up to date with the most recent COVID-19 vaccination available as a barrier to serious illness.

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 or former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment.

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

• You will not pay Social Security taxes and your earning will not 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

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted by contacting UIS HR at or call .