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Office Administrator, Residential Life

University/Agency Illinois State University
Civil Service Classification Office Administrator
View Class Spec Details
Posting Duration 3/16/2023 - 3/27/2023
Probationary Period 6 months

Job Description

This position is responsible for managing the operations of the Residential Life team that reports to Associate Directors of Residential Life. They will routinely coordinate efforts that affect this team of over 25 full time staff and over 250 student staff

They will supervise the efforts of recruitment and selection for the aforementioned team. Given those roles have a 5 year limit, this is a large ongoing area of responsibility. The University Housing Services Cultural Dinner Series will also be a primary responsibility of this staff member. This position will liaison with areas within the department to help answer students' and parents' questions about residence hall living, residence hall contracts, policies/procedures, etc.

In addition, this position is responsible for managing administrative duties for the associate directors of residential life, Including support/secretarial and accurate record-keeping functions such as screening incoming calls, visitors, and mail, composing reports and memos, creating, and maintaining electronic and paper files, scheduling and maintaining event calendars, tracking appeals and project/communication timelines, and assisting with processing student and staff requests.


Required Qualifications
1. High school graduation or equivalent

2. Any one or any combination totaling 1.0 unit of the following:

- Four (4) years (48 months) of work experience comparable to the third level of this series = 1.0 unit. This work includes 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 a department/unit is central to the performance of the duties.

- Two (2) years (24 months) of work experience comparable to the fourth level of this series = 1.0 unit. This work includes functioning as an agent of the unit or organization by performing highly specialized administrative support duties. An in-depth knowledge of the organization, programs, policies and procedures of the unit/department is essential to the performance of the duties, as well as the ability to use good judgment, operate computer systems, using word processing, database and software packages, and to exercise discretion in handling sensitive and confidential information.

Desired Qualifications
1. Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, and personnel information systems.
2. Knowledge of principles and processes for providing customer and personal services including needs assessment and evaluation of customer satisfaction.
3.Detail oriented, proficient in administrative procedures such as word processing, filing systems, and online information systems.
2. Outstanding communication and ability to relate well with external constituencies and provide excellent information services to prospective staff, students, administrators, ad faculty.
3. Ability to perform work with diplomacy, accuracy, and thoroughness, and see the big picture relative to event planning, recruitment, selection, assessment; arrange and assign tasks so that purposes are achieved.
4. Excellent time management and problem solving skills.
5. Must be able to work independently as well as a part of a team.
6. Ability to prioritize numerous projects with a variety of constituents and timelines.
7. Ability to exercise a high degree of confidentiality, professionalism, dependability, and accuracy.
8. Experience with hiring, supervising, scheduling, and training student staff.


$17.72 - $23.04 per hour


ISU Jobs Website

Contact Information

University/Agency Illinois State University
Department/College Human Resources
Contact Colette Homan
Phone Number 309-438-8311
Comments 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. Please do not put "see resume" in the duties and responsibilities section of the work history. This will be considered an incomplete application and incomplete applications will not be considered.

College or university transcripts (may be unofficial) must be submitted prior to the application deadline to receive full consideration. Transcripts can either be uploaded with your application or submitted via the options listed below.

In order to be eligible for Veteran's Preference points on the exam, appropriate military service documentation, such as a DD-214 must be faxed, mailed or delivered to Human Resources by the deadline date in order to receive the maximum eligible points:

Transcripts and/or military service documentation may be faxed or mailed to Human Resources by the application deadline:

Fax: 309.438.0011, Attn: Colette Homan
Address: Illinois State University
Human Resources
Campus Box 1300
Normal, IL 61790-1300

The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of applicant materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. After the application deadline, the names within the top three scores will be referred to the department for interview.