Job Details
Salary: $3,857.91 - $4,243.70 Monthly
Location : Springfield, IL
Job Type: Civil Service
Job Number: S988866
Department: Office of Development and Alumni Relations-SMS
Opening Date: 06/28/2024
Closing Date: 7/8/2024 2:00 PM Central
FLSA: Exempt
Bargaining Unit: Non-Represented
Shift: Days
ExemptorNon_Exempt: Exempt
Description
This position performs and coordinates essential administrative activities and performs specialized office support for the Executive Leadership team for the Office of Development and Alumni Relations in conjunction with the Administrative Assistant under the direction of the Director of Business Services in accordance with policies and standards of performance.
Examples of Duties
Administrative 80%
1. Provides support to Department Executive Leadership team on various
administrative/organizational matters. Manages the executive leaders' calendars which
requires making judgements on priority meetings, managing and resolving scheduling
conflicts, interacting with stakeholders and preparing executives in advance of meetings by
gathering and preparing materials and relevant information necessary for efficient time
management. Also maintains the Alumni Communications schedule in coordination with the
events manager.
2. Serves as the main receptionist for the office; answers telephones, directs calls to staff, takes messages and/or connects calls to voicemail system. In all cases, uses judgment and
initiative to filter external contacts to the appropriate person(s) as indicated by contact.
3. Serves as liaison between the Department and the internal/external staff, donors, sponsors, vendors and community members. In conjunction with the Administrative Assistant, acts as main point of contact for the office and executive leadership team by providing high level, excellent customer service in a prompt and courteous manner.
4. Composes correspondence and brief narrative reports as requested. Reviews and edits
documents for content and appropriate spelling, punctuation, syntax and format. Creates
graphics to accompany reports as well as other graphic applications such as badges,
postcards, booklets and flyers. Maintains proper confidentiality of all reports.
5. Coordinates travel arrangements for the staff of Development and Alumni Relations, i.e.,
conference registration, hotel accommodations, ground and air transportation. P rocesses
travel vouchers and accounting forms as needed for travel reimbursement to individuals or
payment of vendor accounts without director supervision.
6. On a daily basis distributes office correspondence, date stamps and distributes as required. Prioritizes the principal(s) incoming mail, alerts principal(s) to important correspondence or drafts responses as needed and forwards to proper individuals. Maintains confidentiality of all sensitive information received in the department.
7. Assists Director of Alumni Relations and Event Manager with Alumni Board meetings and
committee work such as coordination of materials for the overall Board and various
committees. Mandatory attendance is required at Alumni Board meetings (2x year) in order
to take minutes of actions and assist in overall meeting set-up and execution.
8. Provides support for Development and Alumni events including but not limited to, mail
merge documents, creation of name badges, flyers, postcards and brochures. Attends
events as requested to assist with meeting set-up, guest registration and execution.
Accesses and is knowledgeable of contact information using the alumni and donor
databases.
9. Responsible for all aspects of the SIU School of Medicine annual inventory audit for
Development and Alumni Relations; 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.
10. As requested, assists the Administrative Assistant in maintaining contact information and
transcribing donor updates to create contact reports and/or proposals on behalf of the
Development Officer(s). This data is then entered into donor database manually. Maintains
strict confidentiality of various aspects and information related to stewardship and
fundraising activities; maintain a thorough filing system which may include confidential
material.
11. Orders and maintains adequate office supplies from outside and internal suppliers.
Maintains manual and digital filing systems for the office to maintain optimum productivity.
12. Assist the Director of Business Services and the Administrative Assistant in achieving a
paperless office environment by moving all dated paper files for the Office of Development
and Alumni Relations from physical to digital file storage by scanning files or supervising
extra office help in the scanning of files; oversee the proper archive of scanned files. Achieve
removal and archive of current dated files from the Office of Development and Alumni
Relations according to School of Medicine and SIU-Carbondale standard business
procedure.
13. Assist the Director of Business Services and Administrative Assistant in documenting a
process and maintaining a continual cycle of moving paper files from physical to digital files
on an annual basis.
14. Operates non-traditional equipment, i.e. document scanner as well as standard office
equipment, i.e., personal computer and printer. Possesses a comprehensive working
knowledge of computer software applications (i.e., Microsoft Word, Excel, Laserfiche,
Power Point, Constant Contact and Doodle poll/Survey Monkey) to create informal surveys,
mail merges, complete standard office forms, and utilize spreadsheets and graphic design
software applications. Assists staff and other department personnel in the use of software,
Outlook calendar, Laser fiche, and e-mail.
15. Resolves building issues as they arise and submit work orders accordingly
16. Maintains and updates Emergency Evacuation roster for Development & Alumni Relations
staff.
17. Aides in Gift Administration by submitting requests for new funds and/or modifying existing funds as necessary.
18. Represents the department at donor stewardship and alumni cultivation events upon
request of the Director of Business services and/or Director of Alumni Relations
Fiscal 15%
1. Assists with Department fiscal transactions, and budget maintenance; including but not
limited to payroll and benefit reporting, submission of purchase requisitions, acquisition of
supplier quotes/contracts, preparing Foundation invoice vouchers, University IDF's, travel
vouchers and other various institutional fiscal forms. Maintains hard/electronic copy of all files as per required by Departmental retention policy. This requires interpretation of travel
regulations and knowledge of Foundation and SOM reimbursement guidelines.
2. Departmental Pcard holder. Maintains, verifies, and reconciles Pcard purchases. Contacts
vendors to obtain needed information to properly process Pcard. Maintains, verifies, and
reconciles Pcard purchases for Alumni Relations.
3. Provide financial information concerning charitable gifts in a variety of formats to Foundation development staff in the Springfield office including but not limited to: Pledges, Gift in Kinds, Matching Gifts, Securities, Bequests
4. Assists with the preparation of the daily deposit for the SIU Foundation Springfield office.
5. Assists the Director of Alumni Relations with ordering various items including but not limited to: Study snacks or catering services to support students of the School of Medicine, awards and displays for Distinguished Alumni or Board of Governors. Completes appropriate
paperwork to bill charges to the correct account(s).
6. Responsible for distributing Foundation financial reports in a timely manner upon request of the Director of Business Services.
7. Assists the Director of Business Services by reviewing Foundation invoice vouchers, grants
and scholarships for completeness upon receiving.
Other 5%
1. Performs other related duties for the Office of Development and Alumni Relations as
assigned.
2. Acts as a back-up to the DAR Administrative Assistant as requested.
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 InformationIf you require assistance, please contact the Office of Human Resources at or call 217-###-#### 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 servicePaid sick time: Use for personal illness, doctor visits, or if your immediate family members fall illHealth, Dental, and Life insuranceOptional 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 InsuranceFlexible spending accounts: Optional, IRS tax-favored program that enables you to stretch medical expenses and dependent care dollarsVoluntary 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 reimbursementLeaves of absence: Includes FMLA and Extended Sick Leave Benefits for qualified employeesEmployee Assistance Program: Access free and confidential support, including counseling services, and information during difficult timesFor more information please visit