Office Administrator / Dean of Students

Position Description: Office Administrator / Dean of Students

Position Summary:
Eastern Illinois University is seeking qualified candidates for a full time Office Administrator position to the Dean of Student Success. The Office Administrator will provide administrative support to the Dean of Students Office, Fraternity and Sorority Life Office, and the Leadership and Engagement Office. Primary functions include fiscal management of accounts, oversee contractual processing of major artists/entertainers, purchasing, program and event planning support, work order management, assisting with staff hiring, staffing administrative support, maintenance and inventory control, travel arrangements, screening and handling communications, greeting and directing visitors in the Student Activity Center, assisting Recognized Student Organizations in the Student Activities Center, and addressing administrative problems and inquiries as appropriate. This position reports directly to the Dean of Students. Candidates should be resourceful with strong communication and organizational skills. The ability to multi-task and be work independently is important for this position.

Essential Duties and Responsibilities:

• Assist in the fiscal management and day-to-day operations of the Dean of Students area including the Dean of Students Office, Fraternity and Sorority Life Office, and the Leadership and Engagement Office. This includes oversight of student fee accounts and office accounts.
• Scheduling for the Fraternity and Sorority Life and Leadership and Engagement Offices, ensuring all appointments, meetings and events are organized, establish guidelines and analyze work requirements for administrative staff
• Communicate with internal and external stakeholders to address departmental needs and resolve issues; provide guidance and clarification on administrative and programmatic policies and procedures, ensure completion and follow-up of required documentation
• Receive and respond to incoming correspondence, providing clarification of unit policies as needed
• Coordinate organizational activities and travel; gather and provide information to the associate director, unit directors and internal/external stakeholders, interpret and clarify reports, billing, and data as needed
• Oversee contractual processing for artists and entertainers through close collaboration with EIU Procurement Services and the Business Office.
• Submit and manage work orders for events, programs, and staffing needs.
• Oversee maintenance and inventory control for the Dean of Students area.
• Oversee travel arrangements for artists, entertainers, staff, and student organizations within the Student Activities Center.
• Serve as receptionist to the EIU Student Activities Center by greeting visitors and monitoring communications for the Fraternity and Sorority Life and Leadership and Engagement Offices.
• Provide administrative support to the Recognized Student Organizations within the Student Activities Center as directed by the Dean of Students.
• Organize and facilitate meetings and special events as requested.
• Establish and maintain efficient departmental files and records.
• Responsible for the administration, security, confidentiality, and retention of university and departmental records.
• Assist with coordination and administration of staff hiring processes and training.
• Serve as a primary signatory on P-Card transactions (PaymentNet)for the Dean of Students area.
• Oversee the management of the Registered Student Organization registration and re-registration process.
• Assist with grant proposals for the Dean of Students area.
• Performs other related duties as assigned

Minimum Qualifications:

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

• High school diploma or equivalent.
• Any one of the following from the categories below:
  • Four (4) years (48 months) of work experience comparable to the third level of this series.
  • Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Knowledge, Skills and Abilities:

• Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
• Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.
• Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
• Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
• Skill in communicating effectively, both verbally and in writing, as appropriate for the needs of the audience.
• Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
• Ability to understand written sentences and paragraphs in work related documents.
• Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• Ability to apply general rules to specific problems to produce answers that make sense.
• Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
• Ability to choose the right mathematical methods or formulas to solve a problem.
• Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

Work Hours:

The core work hours of this position are 8:00 AM to 4:30 PM Monday through Friday. (Special summer hours)

Salary/Pay Rate Range:

$19.50 - $24.40 /hr.

Application Deadline: 08/22/2025

Required Applicant Documents:
The Civil Service Examination for this classification is a credentials assessment. No participation other than submission of applicant materials is required from qualified applicants.

• Application
• Resume
• References
• Transcripts

Benefits Overview:

Eastern Illinois University is proud to offer an excellent benefits package designed to support our employees' well-being and career goals.

This position is eligible for the following benefits:

• Comprehensive Medical Coverage: Competitive employee insurance premiums with flexible plan options.
• Vision Insurance: Vision coverage is included with medical at no cost.
• Dental Insurance: Dental plans available to meet your needs.
• Retirement Benefits: Participation in the State University Retirement System, which includes medical insurance benefits upon retirement.
• Tuition Waivers: Opportunities to pursue educational goals through tuition waivers for employees and dependent children.
• Generous Paid Time Off: Up to 12 paid holidays annually, plus earned vacation and sick time.

For more information on our employee benefit programs for this specific position class, please visit https://www.eiu.edu/humanres/benefits/newemployees.php

Diversity and Inclusion: Eastern Illinois University is committed to fostering a learning community where all members feel welcomed and valued. The university provides equality of opportunity in all areas of campus life, and we strive to recognize and appreciate the unique value of our students, faculty, and staff. Every member of campus has the right to learn and work in an environment free of discrimination and harassment, and beyond that, our goal is for all members of our community to develop a strong sense of belonging to Eastern Illinois University.

The University and Community: Eastern Illinois University takes pride in creating a warm, welcome environment for all faculty, staff and students. Established in 1895, EIU boasts a rich, tradition of preparing students for their personal and professional goals. A traditional regional residential institution, EIU offers a superior education at a relatively low cost while consistently earning high rankings and distinctions for its affordability, academic program quality, career placement rates, campus safety, online degree options, student support, and sustainability initiatives. EIU focuses on individualized attention and superior student relationships and has earned recognition as the highest- ranking independent public regional university in Illinois and a place among the Midwest’s top public regional universities according to U.S. News and World Report. Eastern offers faculty a wide range of research and public service activities. EIU hosts more than 175 student organizations on campus, and offers a variety of cultural events, NCAA Division I athletics, and active research opportunities for its students to enjoy and to thrive. EIU has become recognized for providing the resources of a large institution while creating the kinds of individual relationships that support student and alumni success.

The University is located in East Central Illinois, combines the benefits of a community of 20,000 with access to several large cities, including Chicago, St. Louis, and Indianapolis.

Important Information for Applicants:

Eastern Illinois University is an Affirmative Action/ Equal Opportunity Employer committed to diversity, inclusion, and belonging in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, gender identity, gender expression, age, national origin, disability, status as a protected veteran, or any other applicable legally protected characteristics.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act to complete the application and/or interview process. If would like to request assistance with the application/interview process, please contact Human Resources at (217) 581-3911 or eiu_employment@eiu.edu for assistance.