Administrative Support Specialist
Job description
Illinois Residency Requirement: This position requires current Illinois residency to apply.
Student Affairs at SIUE focuses its efforts on providing a student experience in which every student feels supported by the campus environment, connected to the institution, and prepared for the challenges of today and tomorrow.
The Administrative Support Specialist is responsible for providing administrative and organizational support to the Associate Vice Chancellor for Student Affairs and Dean of Students. This position will be the primary point of contact for the Dean of Students office.
- can juggle multiple demands including emails, phone calls, and walk-in requests, task assignments, and project deadlines;
- have outstanding verbal and written communication skills;
- thrive working individually while having the ability to cultivate and maintain relationships with a variety of campus partners;
- are able to maintain the highest level of confidentiality with sensitive documents and information;
- can gain knowledge essential for success in the position including campus policies and procedures, relevant state and federal laws, rules, and regulations;
- are willing to take on duties and responsibilities based upon the needs and goals of the department;
- have engaged in activities to enhance knowledge of equity, diversity, and inclusion and/or worked with diverse populations.
- Utilizing the Maxient student conduct and care software platform to process reports and cases, generate letters and emails, run reports, and update case/report information.
- Maintaining updated content and providing administrative oversight for software platforms including Maxient and compliance training software.
- Prioritizing and navigating complex emergent situations and easily adapting to changing priorities based on emergent needs.
- Maintaining and updating statistical data for monthly and annual reports and compliance reporting including Clery Act reporting.
- Accessing and interacting with a variety of information including the student information system (Banner), police reports, student disciplinary records, and medical records.
- Creating or maintaining various marketing and communication collaterals including publications, brochures, manuals, and websites.
- Representing the Vice Chancellor for Students Affairs and Dean of Student Office with exceptional professionalism and courteous customer service to students, faculty, staff, families, and visitors.
- Medical, dental and vision insurance;
- Life insurance;
- SURS retirement plan;
- Supplemental retirement savings plans;
- Paid vacation and sick leave accrual;
- Generous holiday schedule/paid holidays;
- WorkLife programs;
- Employee Assistance Program (mental health and wellness);
- Employee discounts (local and national retailers);
- Flexible Spending Account Program;
- University tuition waivers (full-time receive 100% waiver of tuition)
For more about our benefits and employee services, visit: https://www.siue.edu/human-resources/benefits
To Apply for this Vacancy:
This position is a Civil Service vacancy. It closes to applicants at 11:59 p.m. CST on the posting end date. When applying through the HireTouch system, please be sure to complete ALL the 2022 forms that are attached to the job located under your Applicant Profile box (refresh browser if needed).
Applicants must submit an updated and complete Civil Service Application, which must include complete employment history. The application is the last form in the document package. Your application should reflect a thorough list of relevant duties and experience related to the minimum qualifications listed for this position. Please be detailed in current and past job duties, as this is what is used in the credential assessments. Vague notations such as “clerical duties” or “admin duties” do not allow testing to give an accurate and complete assessment, please detail duties completed while working. While a resume may be submitted with the application, data for each employer must be listed on this application form. ("See Resume" may only be used as a substitute in the section entitled "Specific Duties Performed"). If the Civil Service application is incomplete you will not be considered for the position as our office will be unable to evaluate your submission to determine if you possess the required minimum qualifications.
If qualifying by education or to qualify for a required educational prerequisite, you must submit your transcripts, including those for SIUE, at the time of application. Applicants qualifying for veteran’s preference must submit a copy of form DD214 at the time of application. For additional information, please visit: Eligibility Criteria and Point Allocation and Proof of Eligibility. Please submit any other licenses or certifications related to the position at the time of application.
Final candidates will be subject to a background check prior to an offer of employment. Some positions are represented by a union and may incur union dues. For more information, please visit the Office of Human Resources website at www.siue.edu/human-resources or call Civil Service Testing at 618-650-2190.
Southern Illinois University Edwardsville nurtures an open, respectful, and welcoming climate that facilitates learning and work. SIUE is committed to education that explores the historic significance of diversity in order to understand the present and to better enable our community to engage the future. Integral to this commitment, Southern Illinois University Edwardsville strives for a student body and a workforce that is both diverse and inclusive. We strongly encourage candidates from historically underrepresented groups, including women, members of racially minoritized groups, and individuals with disabilities, to apply. For more on our Statement of Diversity, visit SIUE Mission, Goals and Plans
2. One (1) year (12 months) of work experience comparable to the second level of this series.
3. Any one or any combination of the following, totaling two (2) years (24 months) of experience in the categories below:
a. Work experience performing office/clerical activities, including use of computer systems.
b. College or university coursework in any curriculum:
- Twelve (12) semester hours = six (6) months
- Twenty-four (24) semester hours = twelve (12) months
- Thirty-six (36) semester hours = eighteen (18) months
- Forty-eight (48) semester hours = twenty-four (24) months
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