Administrative Aide (0058)

Salary : $3,857.91 - $4,243.70 Monthly Location : Springfield, IL Job Type: Civil Service Job Number: Department: Financial Affairs-SMS Opening Date: 10/24/2024 Closing Date: 11/4/2024 2:00 PM Central FLSA: Exempt Bargaining Unit: Non-Represented Shift: Days ExemptorNon_Exempt: Non-Exempt Description The function of this position is to provide direct administrative support to the Assistant Provost as well as all directors and staff in the Office of Financial Affairs. Coordinates activities closely with the Assistant Provost of Financial Affairs as well as other divisions within Finance and Administration. This position facilitates operations in all Financial Affairs units. Maintains an overall awareness of organizational activities related to the departments within Financial Affairs. Advises Financial Affairs staff when appropriate. Examples of Duties 80% Administrative Provides financial management support to the Assistant Provost of Financial Affairs. Researches financial data or historical information as necessary. Maintains knowledge of financial information resources such as AIS production systems, available Fiscal Officer Reports, and various Financial Affairs databases and spreadsheets. Performs queries and creates Excel spreadsheets or basic Access reports as requested. Compiles financial information requests by internal and external parties as directed by the Assistant Provost. Answers inquiries and resolves problems related to policies and procedures. Performs analyses and projections of salary increases for all classes of employees and all bargaining units. Advises and provides executive support to the Assistant Provost, as well as the Comptroller, Director of Budget, Director of Purchasing, and Director of Revenue Contracts. Provides administrative support to other Financial Affairs personnel. Prepares and coordinates meeting materials, including confidential material, on matters that will include faculty and staff salaries, legal and contract matters, and employment matter for faculty, represented and on-represented staff. Assists in composing correspondence and other documents, often of a confidential and sensitive nature. Revises, formats, and edits, as needed, correspondence and documents initially prepared by the Assistant Provost, Comptroller, Director of Budget, Director of Purchasing, Director of Revenue Contracts or other Professional staff. Provides clerical support to Revenue Contract's Administration. Maintain order of the Office of the Assistant Provost of Financial Affairs. Receive visitors and phone calls into the office, answer questions or forward questions to the appropriate department. Maintain the calendar for the Assistant Provost including Scheduling meetings for the Assistant Provost, as well as the Comptroller, Director of budget, Director of purchasing, and Deputy Director of Revenue Contracts. Assist the Assistant Provost in creating and updating policies and procedures for the financial affairs departments. Maintains and processes payroll and personal leave data for bi-weekly, semi-monthly and monthly employees in Financial Affairs. The process includes the coordination of time sheets, absence requests, overtime requests and leaves of absence forms in Laserfiche. Ensure all time sheets and appropriate documentation is timely, accurate and information provided to required department by established deadlines. Provides the Assistant Provost with management analysis and reports as requested or needed. Processes and maintains required personnel files and documents for monthly, semi-monthly, bi-weekly, and extra-help staff. Maintains an awareness of institutional personnel policies and procedures and communicates to Financial Affairs employees as relevant. Prepares and reconciles Excel spreadsheets utilizing the monthly Fiscal Officer Reports used to track the revenues and expenditures of the accounts for each institutional business purpose (BP) account for which Financial Affairs is responsible. Assists in the review and revisions of these spreadsheets and prepares them for the submission to necessary personnel. These reports are the resources used to provide backup to the auditors proving our accounts are reconciled on a monthly basis and the basis for management reports to executive staff. Prepares and reconciles Excel spreadsheets for end of year fiscal reports and budgets, expenditures, funds available and balances. Prepares and maintains the reserves spreadsheets continually throughout the fiscal year to keep the Assistant Provost updated on the account balances. Check all adjustments, allocations, and encumbrances to verify these transfers have been authorized per the Assistant Provost. Monitors all reserves accounts to ensure funds are available. Manages and coordinates Property Control for all of the Financial Affairs units. Identifies facilities requirements of Financial Affairs operations. Coordinates departmental renovations. Locates economical office furniture as needed. Acts as primary procurement cardholder for the Financial Affairs unit. Maintains records and reconciles accounts as requited for procurement card program. Maintains computer and peripheral records to support decision-making regarding Financial Affairs computer equipment. Manage the inventory of supplies for all Financial Affairs units and order supplies as needing, charging the appropriate units for purchases. Responsible for annual inventory audit for Financial Affairs; maintains inventory control files of all office furniture/equipment, and records for annual audit purposes. Resolves Equipment failures in order to maintain optimum productivity of the office. Processes necessary paperwork and verification for the office of the comptroller as necessary. Manages the recruitment of all Financial Affairs personnel. Supervises the completion of recruitment process from the vacancy request in Hire Touch through the employee's arrival in their Financial Affairs unit. Completes all required documents and to prepare for and schedule interviews with candidates, including ensuring that space and equipment is available for the conference. Responsible for communications with new employees and for ensuring that appropriate tasks related to new employees are accomplished. Answers inquiries and resolves problems related to policies and procedures. Processes all annual evaluations paperwork including updating job descriptions and P&E forms for each department and ensures copies are made for the employee, supervisors and Financial Affairs employee file. Provides the original documents to Human Resources. Manage the submission of annual performance appraisals. Coordinates and manages campus-wide mailings such as Internal Audit Risk Assessments and Academic Development Funds. Follows up with departments as necessary and compiles results. Composes communications as necessary. Serves as a team member for the design and maintenance of the Finance and Administrations web page(s) and forms for the School of Medicine. Responsible for the security, retention, and maintenance of all primary financial records of the School of Medicine. Maintains familiarity with the records and serves as the principal contact with Records Management staff. Coordinates the Assistant Provost's schedule (i.e. manages schedules, appointments, meetings and related activities). Organizes department-wide activities. Supports visits from Carbondale financial/IT staff. Manages incoming and outgoing communications within the Assistant Provost's office including emails, phone calls, and other memos and assists with responding correspondence. Coordinates Financial Affairs events including but not limited to creation of flyers and signage. Attends events as requested to assist with set-up and execution. Supervising extra help workers in moving and scanning all dated paper files for Financial Affairs from physical to digital file storage and working towards a paperless office environment; oversee the proper archive of scanned files. Achieve removal and archive of current dated files from Financial Affairs according to School of Medicine and SIU-Carbondale standard business procedure. Coordinates Updating and upgrading projects throughout Financial Affairs including overseeing order, installation, storing and cataloguing all equipment. Resolves building issues as they arise and submit work orders accordingly. Maintains and updates Emergency Evacuation roster for Financial Affairs staff. 10% Fiscal Orders and maintains adequate office supplies and equipment from outside and internal suppliers. Maintains manual and digital filing systems for the office to maintain optimum productivity. Under the direction of the Assistant Provost, assists with Department fiscal transactions, and budget maintenance; includes but not limited to payroll and benefits reporting, purchase requisitions, invoice vouchers, IDF's, tuition reimbursements and other various institutional fiscal forms. Maintains hard/electronic copy of all files as per required by Departmental retention policy. Departmental Procurement Card holder. Maintains, verifies, and reconciles PCard purchases. Contacts vendors to obtain needed information to properly process payments. Maintains order logs and order reconciliation and records for annual audit purposes. 10% Other Performs other duties as assigned. Demonstrates, by actions, commitment to the mission and the behavioral standards of SIU School of Medicine. Provides excellent service to both internal and external customers through collaboration and partnership; compassion and respect; integrity and accountability; diversity and inclusion; as well as continuous learning and improvement. Qualifications High school graduation or equivalent Any one or any combination totaling five (5) years (60 months) from the following categories: 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) progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles Supplemental Information If you require assistance, please contact the Office of Human Resources at or call Monday through Friday, 8:00am-4:30pm. The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community. The SIU School of Medicine Annual Security Report is available online at This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the "Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act." Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law. Pre-employment background screenings required. Paid time off: Includes 13 paid holidays per year. Accrual rates vary based on employment type and years of service Paid sick time: Use for personal illness, doctor visits, or if your immediate family members fall ill Health, Dental, and Life insurance Optional life insurance: Your spouse and dependents can enroll in State term life and university-sponsored term life insurance. Prescription: Plan participants enrolled in any state health plan have prescription drug benefits included in the coverage. Long-term Disability Insurance Flexible spending accounts: Optional, IRS tax-favored program that enables you to stretch medical expenses and dependent care dollars Voluntary retirement accounts: Optional plans include the State of Illinois Deferred Compensation Plan (457) and Tax Deferred Annuity (403b). Tuition Waiver/Tuition Reimbursement: Continue your graduate or undergraduate education with the help of tuition waivers or tuition reimbursement Leaves of absence: Includes FMLA and Extended Sick Leave Benefits for qualified employees Employee Assistance Program: Access free and confidential support, including counseling services, and information during difficult times For more information please visit

Created: 2024-11-05