About the Department

Office Administrator - College of Arts and Sciences (CS26-276)

To build on a strong foundation of achievement and contribute to the realization of its ambitious institutional goals, Southern Illinois University Edwardsville (SIUE) invites applications for the position of Office Administrator - College of Arts and Sciences (CS26-276). As a premier metropolitan university, SIUE is committed to advancing social and economic mobility while shaping the workforce of the future. Grounded in a comprehensive, broad-based education and enriched by hands-on research opportunities, SIUE equips its students with the knowledge and skills needed to succeed in a global marketplace and positively impact their communities.

Why SIUE?

Employing more than 2,400 faculty and staff members, SIUE is one of the largest employers in the Metropolitan St. Louis area. A study by SIUE School of Business faculty shows the University has a $1.3 billion annual economic impact on the region. Each year, the University's presence generates almost 9,000 additional jobs and more than $250 million in labor income for the area.

What You Will Do

The office administrator provides administrative support to faculty and staff in assigned units and triages assigned unit inquiries that are more complex in nature.
The office administrator serves as primary point of contact for new faculty acclimation, oversees that all necessary approvals are in place to provide new staff with materials, access, and services they require upon hire as well as prepares and routes contracts and job change requests for faculty, graduate teaching assistants, and guest artists and scholars.
Coordinates lodging, parking, and other university support for guest artists and scholars.
Hires, trains, evaluates, disciplines, and terminates student workers who assist in department offices.
Reviews for accuracy and compliance with policies.
Reviews payroll certifications for accuracy and approves or disputes based on information received.
Provides administrative support to committees of assigned units. Works closely with committees to ensure need are met.
Navigates complex scheduling for interviewees and works to ensure search committees have necessary materials and hiring information.
Supports scholarships and awards processes by communicating with department committees, student scholarship recipients, and other units as needed.
Provides support for special projects, licensing, and accreditation.
Works with Dean/Directors to create and maintain requested reports and materials. Assists with special events such as guest lectures and productions.

FLSA: Non-Exempt

Minimum Qualifications

1. High school diploma or equivalent.
2. Any one of the following from the categories below:
A. Four (4) years (48 months) of work experience comparable to the third level of this series.
B. Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Preferred Qualifications

Knowledge of administrative procedures and systems, including record management.
Knowledge of computer systems and software.
Knowledge of arts and communication disciplines.
Excellent communication skills.
Ability to assess costs and benefits and make appropriate decisions.
Attention to detail.

Other Qualifications

Civil Service Information: Civil Service Application - FAQs

Application Instructions: How to Apply - Step by Step

Illinois Residency Requirement: Pursuant to the State Universities Civil Service System, out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position.

Illinois residency requires proof of a valid Illinois Driver’s License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days is grounds for immediate separation.

Classification: State Universities Civil Service System Classification Number: 3253 – SUCSS Classification Title. For more information on Civil Service classifications, please visit the State Universities Civil Service System website at: https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Veterans: Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application. The required proof of eligibility includes, at a minimum, a copy of the veteran's DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves). For help in determining the appropriate proof of eligibility to submit, please refer to the Guide for Veteran Document Verification.

Pre-Employment Screening: All external candidates who receive a job offer will be required to undergo pre-employment screening for this position. The screening process will encompass a criminal background check and, where applicable, other background checks such as a drug screen, verification of employment and education or licensure/certification, reference checks, and/or checks with relevant government registries. Please note that all job offers are contingent upon successful completion of the required screening process.

Work Authorization Information:

Visa Sponsorship & F-1/J-1 Visas
SIUE will only employ those who are legally authorized to work in the United States and visa sponsorship for this position will not be provided.

International students at SIUE on F-1 or J-1 visas are not eligible for full-time or part-time civil service positions with permanent status.

E-Verify

SIUE is not currently enrolled in or participating in the U.S. Department of Homeland Security’s E-Verify program.

SIUE does not use E-Verify to electronically confirm the employment eligibility of newly hired employees through the Social Security Administration and the Department of Homeland Security databases. Therefore, the University cannot legally employ individuals who are on OPT STEM Extension, as we cannot provide an E-Verify case number, participation confirmation, or related documentation.

SIUE complies with all applicable federal employment eligibility verification requirements, including completion and maintenance of Form I-9, Employment Eligibility Verification, for all employees as required under the Immigration Reform and Control Act (IRCA).

Accommodation: If you are unable to utilize our online application system and need to request an accommodation, please reach out to us at 618-650-2190 or via email at: [email protected]

EEO Statement

Southern Illinois University Edwardsville is an equal opportunity employer and thus prohibits discrimination against employees, applicants for employment and students on the basis of age, color, disability, marital status, national origin, race, religion, sex, sexual orientation, or veteran’s status.

We value your interest and look forward to reviewing your application. For questions or more information, please email [email protected].

Benefits

SIUE offers an exceptional array of benefits to all full-time and part-time employees (50% or more receive benefits accrued at the percentage of appointment) including:

Medical, dental, and vision insurance;
University tuition waivers (full-time employees receive 100% waiver of tuition)
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;

For more about our benefits and employee services, visit: https://www.siue.edu/human-resources/benefits

Agency Information

Employer: Southern Illinois University Edwardsville
Address: 1040 Rendleman Hall

Edwardsville, Illinois, 62026
Website: https://www.siue.edu/