Search Postings

Title: Executive Assistant to the Vice President for Finance and Planning
Division Name: Finance and Planning
Department: Vice President Finance & Planning

Job Summary

This position provides high-level support to all staff in the Office of the Vice President for Finance and Planning and is the primary support for the Vice President for Finance and Planning, the Associate Vice President for Planning and Budget and the Associate Vice President for Financial Administration and Comptroller. Performs specialized duties to support diverse responsibilities of staff in the office. Works with administrative staff to assimilate information and ensure smooth function of the Division of Finance and Planning’s central office.

Additional Information

University Benefit Highlights:

- Insurance benefits, including health, dental, vision, and life
- Retirement and supplemental retirement planning options
- Tuition waiver benefits available to staff as well as their eligible dependents
- Paid holiday/administrative closures during Thanksgiving and Winter Breaks
- Paid benefit time

Additional University Benefit information, including information regarding eligibility to participate in the State Universities Retirement System and the State of Illinois Group Insurance program, can be reviewed here: https://hr.illinoisstate.edu/benefits/

Salary Rate / Pay Rate

$68,000 – $72,000 annual

Required Qualifications

1. Bachelor's or equivalent degree business administration, management or a related field.
2. Five (5) years of full time (or part-time equivalent) professional experience working in an executive assistant or administrative support role.
3. Demonstrated experience working with highly confidential, political, and sensitive information.
4. Demonstrated ability to exercise a high degree of confidentiality, professionalism, dependability, and accuracy.
5. Self-motivation as work is performed without direct supervision.
6. Excellent time management and problem-solving skills.
7. Demonstrated ability to prioritize numerous projects with different deadlines.
8. Demonstrated experience managing complex schedules/calendars for multiple staff members.
9. Excellent written and oral communication skills as well as the ability to work independently, take initiative, exercise
good judgment and manage what can be at times a stressful work environment.
10. Demonstrated working knowledge of word processing, database creation and management, spreadsheets, powerpoint, calendaring, email, and the use of various office machines.
11. Demonstrated proficiency in the use of the Internet as a research tool.

Preferred Qualifications

1. Master's Degree.
2. Thorough knowledge of Illinois State University as well as understanding of various university policies and procedures.
3. Experience supporting senior leadership, particularly in finance, administration, or strategic planning.

Work Hours

Core work hours: Monday - Friday; 8:00 a.m. - 4:30 p.m.

Functional Expectations

Must be able to complete the following with or without a reasonable accommodation:
1. Effectively communicate on a daily basis.
2. Remain at a workstation for extended periods.
3. Move about in various locations as needed to complete day-to-day work.

Proposed Starting Date

June 16, 2025

Required Applicant Documents

Resume
Cover Letter
Transcripts - See Special Instructions to Applicants for additional options

Please Note: These documents are required to be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Optional Applicant Documents

Certification of Retirement Annuity

Please Note: These documents may be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Special Instructions for Applicants

Please fully complete the entire application including, but not limited to, the education and work history portions. Be specific on your work history, including employment dates (if part-time you must list the number of work hours) and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position; however, it will be converted to a full-time equivalency to determine combined length of experience. Please do not put "see resume" in the duties and responsibilities section of the work history. This will be considered an incomplete application and incomplete applications will not be considered.

College or university transcripts (may be unofficial) must be submitted prior to the application deadline in order to receive full consideration. Transcripts can either be uploaded with your application or submitted via the options listed below. In order to be eligible for Veteran's Preference points on the exam, appropriate military service documentation, such as a DD214, must be submitted prior to the application deadline.

Transcripts and/or DD-214 paperwork may be faxed or mailed to Human Resources by the application deadline:

Fax: 309.438.0011, Attn: Colette Homan
Address: Illinois State University
Human Resources
Campus Box 1300
Normal, IL 61790-1300

The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of applicant materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. After the application deadline, the names within the top three scores will be referred to the department for interview. The active register for this classification will be voided when the position is filled.

Illinois State University is authorized to do business within the State of Illinois. All work under this appointment is required to be performed from within the State of Illinois. If hired, out-of-state candidates must establish Illinois residency within 180 calendar days from the start date for this position. Illinois residency requires proof of a valid Illinois driver’s license or a valid State of Illinois ID card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.

Contact Information for Applicants

Colette Homan
Human Resources
309-438-8848
cshoman@ilstu.edu

Important Information for Applicants

This position is subject to a criminal background investigation and if applicable, an employment history review, based on University Policy 3.1.30 and any offer of employment is contingent upon you passing a satisfactory criminal background investigation and/or an employment history review. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Illinois State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

If you are an individual with a disability and need a reasonable accommodation under the Americans with Disabilities Act (ADA) or other state or federal law you may request an accommodation by contacting the Office of Equal Opportunity and Access at (309) 438-3383. The Office of Equal Opportunity and Access will hold any confidential information you provide in confidence.

If you are having difficulty accessing the system, please call Human Resources at (309) 438-8311.