Administrative Assistant (0171)

Salary : $4,233.09 - $4,656.40 Monthly

Location : Springfield, IL

Job Type : Civil Service

Job Number : 2401556

Department : Office of Development and Alumni Relations-SMS

Division : Administration

Opening Date : 11 / 21 / 2025

Closing Date : 12 / 1 / 2025 2 : 00 PM Central

FLSA : Exempt

Bargaining Unit : Non-Represented

Shift : Days

ExemptorNon_Exempt : Exempt

SMS / SWS# : SMS.CS.N11981.000

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Description

The Administrative Assistant provides specialized administrative support to the Development and Alumni Relations (DAR) office, coordinating departmental activities, managing communications, and assisting with financial, event, and project management tasks in alignment with departmental goals and standards.

Examples of Duties

Administrative Support 70%

1. Provides executive-level support to the Development and Alumni Relations Executive Leadership Team, managing calendars, prioritizing meetings, resolving scheduling conflicts, and preparing executives with necessary materials. Acts as the main point of contact, offering high-level customer service and ensuring effective communication across all stakeholders.

2. Serves as the SIU Foundation Representative to the Springfield campus, coordinating School of Medicine (SOM) development activities with Carbondale and staying informed of all organizational activities. Acts as the primary liaison between the department and internal / external staff, donors, vendors, and community members.

3. Coordinates departmental activities and long-term projects such as organization-wide meetings, planning retreats, donor engagement efforts, and special initiatives. Develops and maintains a comprehensive, organized operational system for the office, including preparing timelines, managing logistics (e.g., AV equipment, materials, venue coordination), tracking project progress, and ensuring deadlines are met.

4. Assists with strategic communications and engagement projects for Development and Alumni Relations, including the Impact Report and other department-wide initiatives. Collects and reviews data, processes marketing requests, and serves as the liaison between the Office of Marketing and Communication and DAR.

5. Maintains the department's crowdfunding platform, including the creation of pages and maintenance of campaign pages, QR codes, and other related content, to support School of Medicine fundraising efforts.

6. Works closely with the Director of Development and other Development Officers to prepare proposals for submission to private foundations and individual donors. Maintains strict confidentiality of various aspects and information related to stewardship and fundraising activities.

7. Responsible for maintaining contact information and transcribing donor updates to create contact reports and / or proposals on behalf of Development Officer(s). Data is then entered into Blackbaud manually.

8. Serves as web coordinator for the department, creating and maintaining web content to ensure alignment with departmental goals and messaging to ensure effective and appropriate social media presence for the department.

9. Independently composes and edits correspondence, presentations, and reports for executive leadership, ensuring clarity and accuracy. Manages the distribution of communications, prioritizing important matters and ensuring executives are promptly briefed on key issues.

10. Offers backup support for the Administrative Aide during peak times or absences.

Fiscal 15%

1. Prepares and processes the daily deposit for SIU Foundation Springfield Office.

2. Assists with financial record-keeping for Foundation special events and databases relevant to fundraising efforts.

3. Provide detailed financial information to Development staff and School of Medicine department administrators, including but not limited to charitable gifts (pledges, gift-in-kind, matching gifts, securities, bequests), and disbursement of funds, in various formats.

4. Assists with department fiscal transactions, including processing Foundation invoice vouchers, IDFs, travel vouchers, reimbursements, purchase requisitions, and supply orders. Requests price quotes from vendors, resolves issues with supply orders and invoices, and maintains accurate electronic and hard-copy files according to departmental retention policies. Requires interpretation of travel regulations and knowledge of Foundation and SOM reimbursement guidelines.

5. Departmental Pcard holder. Maintains, verifies, and reconciles Pcard purchases. Contacts vendors to obtain needed information for proper processing, if needed.

6. Assists the Director of Business Services with Foundation Accounts Payable items, including reviewing Foundation invoice vouchers, grants, and scholarships.

Event Support 10%

1. Attends events upon request of the Director of Business Services to assist with stewardship and cultivation efforts.

2. Supports departmental events by preparing materials such as mail merge documents, name badges, flyers, postcards, and brochures.

3. Assists with database management, including looking up alumni contact information and supporting the tracking of event registration lists.

4. Maintains the Development & Alumni Relations communications schedule in coordination with the department Event Managers

Other 5%

1. Performs other related duties for the Office of Development and Alumni Relations as assigned.

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)

Knowledge, Skills and Abilities (KSAs)

Accounting, Calendar / Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software

Condition of Employment

Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional, Semi-Professional, or Managerial will be subject to the following Condition of Employment : Pursuant to the State University Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.

Supplemental Information

If you require assistance, please contact the Office of Human Resources at or call 217-545-0223 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 12 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

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