Administrative Aide

in accordance with established policies and standards of performance. *This position is ON SITE only* Administrative 85% Supports the Executive Leadership Team with administrative tasks including calendar management, meeting preparation, and organization of relevant documents and materials. Serves as the front office receptionist, greeting visitors, answering phones, directing calls, taking messages, and routing inquiries as needed. Exercises discretion and initiative when responding to inquiries or escalating requests. Coordinates administrative support for Alumni Society Board of Governors meetings and related committees. Solicits and compiles reports and meeting materials, assists with meeting preparation, attends meetings, records and prepares draft minutes in a timely manner, and supports voting, recognition, and other meeting logistics. Coordinates travel arrangements for DAR staff. Prepares and submits travel reimbursements and related forms in accordance with University and Foundation policies. Provides administrative support for recurring alumni and student engagement programs, including maintaining program rosters and tracking documents, requesting and reconciling student and alumni lists, coordinating materials and orders, and communicating with campus partners and external vendors to ensure program needs and established timelines are met. Coordinates supplemental gift acknowledgement activities, including preparing acknowledgement correspondence, maintaining related tracking records, and coordinating appropriate notifications and signatures with Development staff and departmental leadership. Provides administrative and on-site support for DAR and alumni events, programs, recognition activities, and student engagement initiatives. Prepares materials, mailings, name badges, supplies, and other program needs; assists with event logistics, registration, setup, and execution; and represents the department at donor and alumni events as requested. Supports recurring alumni communications and direct-mail projects by coordinating mailing lists and labels, address updates, print materials, vendor services, and mailing preparation in collaboration with Alumni Relations staff. Composes and formats professional correspondence and brief reports. Reviews documents for spelling, grammar, formatting, and accuracy. Prepares materials for flyers, brochures, name badges, postcards, mailings, and other departmental communications. Works collaboratively with the Data & Reporting Specialist to assist with routine constituent record updates and administrative data entry in the database. Supports Development staff by transcribing contact reports, proposals, and other documentation as needed. Assists with assigned departmental projects and initiatives by organizing materials, logistics, communications, and other administrative components as directed. Sorts and distributes incoming mail. Prioritizes materials for leadership review and handles confidential information appropriately. Orders and tracks office and program supplies, maintaining adequate stock and related records. Maintains DAR storage areas by organizing and inventorying supplies and materials and ensuring storage spaces remain orderly, accessible, and appropriately stocked. Maintains departmental electronic and physical filing systems, including scanning and archiving documents, supporting file management processes, and assisting with annual review and records retention in accordance with established schedules. Supports the annual SIU School of Medicine inventory audit for DAR by maintaining control files for office equipment and submitting required documentation. Provides basic software and technology assistance to DAR staff, including support with Microsoft Office, Outlook, Laserfiche, Constant Contact, and other departmental systems and applications. Submits and monitors building work orders, assists with resolving facilities-related issues as they arise, and maintains an accurate and up-to-date building contact list. Maintains and updates the Emergency Evacuation roster for DAR staff. Fiscal 10% Provides routine fiscal and purchasing support as assigned, including preparation of purchase requisitions, collection of vendor quotes, IDFs, and other designated transactions. Maintains appropriate supporting documentation and follows established University and Foundation procedures. Coordinates routine purchasing and fiscal support for alumni programs, events, and recognition activities, including awards, supplies, printing, mailings, and other program-related expenses; gathers required documentation and coordinates with the Accountant I as appropriate for financial processing and compliance. Receives and logs incoming Foundation disbursement requests and maintains appropriate tracking records to support timely processing and follow-up. Receives, copies and logs incoming gifts, including checks and cash; communicates incoming gift activity to Development staff and secures funds in accordance with procedures pending deposit processing. Other 5% Performs other related duties for the Office of Development and Alumni Relations as assigned. 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) 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 Knowledge, Skills & Abilities (KSA's) 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 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. 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. About Southern Illinois University - School of Medicine SIU School of Medicine was established in 1970 with a mission to educate physicians for central and southern Illinois. We are a medical school with four areas of excellence: medical education, patient care, research and community service. SIU School of Medicine provides education to undergraduate medical students, medical and surgical residents, fellows, and physician assistant students. Our clinical practice, SIU Medicine, includes a team of more than 250 health care professionals including university physicians and faculty members who are collectively dedicated to providing excellent medical care, advancement of care through research, and training the next generation of physicians. As the premier provider of health care services, SIU Medicine offers both primary care and specialized treatment services including preventative and diagnostic. SIU works in partnership with hospitals and clinics throughout central and southern Illinois to meet the health care needs of our communities.