Closing Date: 10/31/2025
Working Title:
Administrative Assistant 1
Salary Range
$40,000 Annual
Employee Class: Civil
Service
Department: President’s
Full-time/ Part-time: Full-time
Hours Per
Week: 7.5
Standard Work Week
M-F
Benefits
This position is eligible
for health, dental, life insurance and other benefits through Chicago State University. Click here for a complete list of benefits: https://csu.edu/humanresources/benefits.htm
Job
Summary
Chicago State University is seeking a highly organized, professional, and proactive Administrative Assistant to
support the Office of the President. This role is integral to the efficient and effective operation of the President’s Office and serves as
a backup point of contact for internal and external communications and scheduling. This person will work closely with the Executive
Assistant and primary responsibilities include working closely to support all correspondence and managing complex scheduling for the
President. The ideal candidate will demonstrate exceptional communication, time management, and discretion in a fast-paced, high-level
environment.
Job Description
- Provides administrative support to the office of the President, under the direct
supervision of the Executive Assistant; - Serve as the backup coordinator for all incoming and outgoing correspondence for the
President’s Office, including emails, letters, memos, and other documents; - Manages and develops confidential information and systems
including maintaining personnel records and salary information, and manages institutional, historical, and ordinary
documents; - Maintain organized records and filing systems, both electronic and physical.
- Ensure timely distribution and
follow-up on communications requiring action or response. - Draft, proofread, and format high-quality written communication on behalf
of the President. - Coordinate logistics, prepare materials, and manage communications related to meetings and events led by the
President’s Office, including meetings, town halls, and ceremonial functions the duties include, agendas, reports, and presentation
documents. - .
- Serve as the backup to manage the President’s calendar, including scheduling meetings, appointments, and travel
arrangements. - Handle sensitive information with the utmost confidentiality and professionalism.
- Performs other related
duties as assigned.
Minimum Qualifications
CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER
- 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)
- 60 semester hours or an Associate’s
- progressively more responsible professional, managerial and supervisory experience that included experience in
areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to
knowledge of generally accepted office management principles
- college course work in business, finance, accounting or a related field:
*As required by the position to be filled, education,
training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2
above.
Preferred Qualifications
- Experience working in a university setting.
- Familiarity with higher
education governance and administrative protocols.
Knowledge, Skills and Abilities
- Communicating with
Supervisors, Peers, or Subordinates – Providing information to supervisors, co-workers, and subordinates by telephone, in written form,
e-mail, or in person. - Computer Skills – Using computers and computer systems (including hardware and software) to set up functions,
enter data, or process information.- Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing,
Spreadsheet software
- Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing,
- Performing Administrative Activities – Performing day-to-day administrative tasks such as maintaining
information files and processing paperwork. - Obtaining Information – Observing, receiving, and otherwise obtaining information from
all relevant sources. - Establishing and Maintaining Interpersonal Relationships – Developing constructive and cooperative working
relationships with others, and maintaining them over time. - Communicating with Persons Outside Organization – Communicating with
people outside the organization, representing the organization to the public, government, and other external sources. This information can
be exchanged in person, in writing, or by telephone or e-mail. - Organizing, Planning, and Prioritizing Work – Developing specific
goals and plans to prioritize, organize, and accomplish your work. - Documenting/Recording Information – Entering, transcribing,
recording, storing, or maintaining information in written or electronic/magnetic form. - Identifying Objects, Actions, and Events –
Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or
events. - Written and Oral Comprehension – The ability to read and listen/understand information and ideas presented in writing or
orally. - Oral Expression – The ability to communicate information and ideas verbally so others will understand.
- Written
Expression – The ability to communicate information and ideas in writing so others will understand.
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