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Civil Service Position #CS14-23
August 23, 2013

Position Title
Administrative Aide

Hiring Unit
CAS – Dean’s Office

Job Description/Responsibilities
The Administrative Aide assists the Director of Business Affairs in the performance of all fiscal duties for the College of Arts and Sciences.

Specific duties include but are not limited to:

  • Coordination and preparation of the yearly planning budget for the College including formulation of base and operating budgets for the 19 departments and 3 units in the College
  • Maintain salary expenses for the academic year and summer session
  • Review all personnel contracts processed
  • Prepare mid-year reallocation documents for the College

This position works closely with the Provost’s Office calculating faculty raises for merit, equity, and promotion. Department chairs, support staff, and the Provost’s Office benefit from this position’s role as the liaison between the departments in CAS, the Dean’s Office and the Provost’s Office regarding budget matters, policies, and procedures. This position is a fiscal officer delegate for the Dean.  The Administrative Aide may be assigned additional related duties and responsibilities in support of the department’s mission and goals.

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 job function, organizing, and performing
         duties that lead to knowledge of generally accepted office principles

Additional Skills and Knowledge Preferred

  1. Knowledge of college and University guidelines, policies, and procedures   along with knowledge of the 19 departmental and 3 unit operations and personnel is preferred.
  2. Knowledge of Excel is necessary.

Illinois residency required

FLSA Status

$3,350 per month

Application Process
This position is a current civil service vacancy at Southern Illinois University Edwardsville.  Applicants compete by examination.  If you are interested in applying for this position, please complete and submit a Civil Service application to the Office of Human Resources.  Examination appointments are required. NOTE: Some positions may be represented by a union and may require union dues.

Qualified applicants must submit a Civil Service application (required), resume and unofficial transcripts to:

     Southern Illinois University Edwardsville
     Office of Human Resources
     Campus Box 1040
     Edwardsville, IL  62026-1040

Or email your Civil Service application (required), resume and unofficial transcripts to:

Only one Civil Service application is required to be completed per year. Please use only one application to apply for multiple positions. The Office of Human Resources will not contact applicants that do not meet the minimum qualifications listed.  If qualifying by education, you must submit your transcript at the time of application. Applicants qualifying for Veteran’s preference must submit a copy of form DD214 at the time of application.  Applicants will be subject to a background check and/or drug screening prior to an offer of employment. 

For more information please visit the Office of Human Resources website at or call Civil Service Testing at 618-650-2190.

Application Deadline
September 9, 2013

SIUE is a state university - benefits under state sponsored plans may not be available to holders of F1 or J1 visas.

Applicants will be subject to a background check prior to an offer of employment.  Southern Illinois University Edwardsville is an equal opportunity employer and will not discriminate against any person on the basis of race, national origin, religion, disability, age, marital status, sex, sexual orientation or veteran’s status in violation of Title VII.

The SIUE Annual Security and Fire Safety Report is available online at  The report contains campus safety and security information, crime statistics, fire safety policies, and fire statistics for the previous three calendar years.  This report is published in compliance with Federal law, titled the “Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act” and the Higher Education Opportunity Act also known as the “Campus Fire Safety Right to Know.”  For those without computer access, a paper copy of the report may be obtained, with a 24-hour notice, from the Office of the Vice Chancellor for Administration, Rendleman Hall, Room 2228, 618-650-2536.

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