Office Administrator
Listed on 2026-02-28
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Administrative/Clerical
Office Administrator/ Coordinator, Administrative Management
Position Details
Title: Office Administrator
Division Name: University Advancement
Department: Alumni Engagement
This position supports the work of the Executive Director of Alumni Engagement, including managing the calendar, composing correspondence and maintaining confidential records. This position maintains the financial records for the unit, including budget analysis, fiscal report preparation and fiscal report creation and production. They work closely with unit professional staff in all phases of budget development, payment of bills, as well as planning and supporting events.
They coordinate the purchase and distribution of promotional items for the department. This staff member oversees the Office of Alumni Engagement reception area and the event registration processes. They collaborate with the Executive Director to manage meetings/activities of the Alumni Association Board of Directors. This position manages the office environment by maintaining adequate supplies, scheduling unit meetings and assisting with communication within the unit.
Information
The Office of Alumni Engagement seeks to effectively engage and communicate with the over 240,000 living alumni of Illinois State University. This work is primarily accomplished via events on campus, in Illinois and throughout the United States, as well as via communication strategies involving publications, direct mail, email and social media.
University Benefit Highlights- Insurance benefits, including health, dental, vision, and life
- Retirement and supplemental retirement planning options
- Tuition waiver benefits available to staff as well as their eligible dependents
- Paid holiday / administrative closures during Thanksgiving and Winter Breaks
- Paid benefit time
Additional University Benefit information, including information regarding eligibility to participate in the State Universities Retirement System and the State of Illinois Group Insurance program, can be reviewed here: (Use the "Apply for this Job" box below)./
Salary Rate / Pay Rate$20.91 per hour
Required Qualifications- A. Four (4) years (48 months) of work experience comparable to the third level of this series. This includes work such as performing a wide variety of office support tasks, which require the use of judgment and initiative and the ability to operate computer systems, using word processing, database and software packages. Knowledge of the organization, programs, practices, and procedures of the unit is central to the performance of the duties.
- B. Two (2) years (24 months) of work experience comparable to the fourth level of this series. This includes work such as performing highly specialized administrative support duties. In-depth knowledge of the organization, programs, policies, and procedures of the unit is essential to the performance of the duties, along with the ability to use good judgment, the ability to operate computer systems, using word processing, database, and software packages, and to exercise discretion in handling sensitive and confidential information.
Hours
8:00am to 4:30pm, Monday through Friday with periodic week night/weekend events
Functional ExpectationsApril 2026
Required Applicant Documents- Resume
- Cover Letter
- Reference List
- Transcripts - See Special Instructions section for additional options
- Certification of Retirement Annuity
Please fully complete the entire application including, but not limited to, the education and work history portions. Be specific on your work history, including employment dates (if part‑time you must list the number of work hours) and duties for all positions held. Applicable part‑time work experience will be considered toward qualifying for this position; however, it will be converted to a full‑time equivalency to determine combined length of experience.
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