Administrative Aide - Office of the Dean of Library Services & Dean of Student Success
Closes: November 15, 2026
Position Summary: The Administrative Aide will serve as the chief financial and administrative officer for the Office of the Dean of Library Services and Dean of Student Success. This role manages fiscal operations, human resources coordination, and facilities logistics. The position ensures alignment with institutional policies while supporting the strategic mission of the library and Student Success Center.
Essential Duties and Responsibilities:
Manage operating, personnel, ledger 2, and gift/grant accounts (excluding acquisitions)
Drafting initial budget breakouts
Initiate requisitions, handle purchase orders, use the University Purchasing Card (PCard), and advise unit heads on supply procurement
Compile financial reports for the dean, request journal entries, and oversee compliance for internal/external audits
Evaluate vendor contracts and suggested changes from Procurement
Assist the Dean of Library Services / Dean of Student Success with confidential correspondence, reports, and evaluations
Serve on a variety of internal committees in an administrative support capacity
Serve as the main operational liaison for internal and external constituencies
Work with faculty, staff, and university employees to assess information and resolve issues, including after-hours building security, facilities, and emergencies
Develop, organize, and manage formal records for library operations
Engage in donor relations activities to support library advancement
Maintain donor list and gifts, send gift recognition and thank you cards when appropriate
Oversee compliance regarding civil service staff and negotiated compensation policies
Assist the dean with faculty reporting, including Assignment of Duties, overload Units, evaluation forms and deadlines
Advise the Dean and staff on university governing policies, benefit usage, job performance, and union collective bargaining agreements
Coordinate with Labor Relations as needed
Complete Personnel Authorization Request form
Assist in establishing the details of the position, scheduling interviews, attending interviews when necessary, completing the hiring process with Human Resources, and preparing the desk and items needed when the new hire starts their position
Serve as backup for faculty, civil service, and student assistant payroll in the office administrator's absence
Serve as Building Coordinator, liaising with technicians and repair persons regarding building, furniture, and equipment issues
Research information and compile data for annual statistic reports, surveys, and summaries, both internal and external
Report official statistical data to local, state, regional, and national organizations. Respond to internal and external data inquiries
Assist in processing, hiring, and supervising Dean's Office student workers
Train students in administrative functions, including word processing, database entry, receptionist duties, mailroom sorting, and campus deliveries
Contributes to the success of EIU by perfom1i.ng other duties and assisting with projects, as assigned.
Minimum Qualifications:
Must be legally authorized to work in the United States.
Bachelor's degree in business administration, management, or a closely related field.
OR Three (3) years (36 months) of work experience in accounting, business administration, fiscal management, or closely related experience.
OR A combination of such education and/or work experience totaling three (3) years (36 months), as measured by the following conversion table or its proportional equivalent:
30 semester hours equals one (1) year (12 months)
60 semester hours or an associate’s degree equals eighteen months (18 months)
90 semester hours equals two (2) years (24 months)
Preferred Qualifications:
Knowledge and experience of the processes and policies of Eastern Illinois University
Knowledge, Skills and Abilities:
Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, and other office procedures and terminology
Knowledge of technology including electronic equipment, computer hardware and software, and their applications. Knowledge of basic arithmetic, algebra, statistics, and their applications
Ability to work independently and effectively organize and prioritize multiple tasks
Ability to identify complex problems and review related information to develop and evaluate options and implement solutions
Ability to work collaboratively and communicate effectively as appropriate for the needs of the audience
Ability to analyze and develop guidelines, procedures and systems to outline specific goals and implement plans to prioritize, organize, and accomplish tasks
Ability to manage a budget and work within the constraints of that budget
Ability to analyze, interpret, and explain work related documents, policies, and procedures.
Work Hours
The core work hours of this position are Monday through Friday 8:00 a.m.- 4:30 p.m.
Starting Salary/Pay Rate Range:
Current starting pay rate for this position is $21.52 -$34.10
Application Deadline: November 15, 2026
In accordance with Eastern Illinois University policy (IGP #14.1), EIU is generally unable to sponsor or assume sponsorship of an employment visa (e.g., H-1B, OPT, or other) for this Civil Service position.
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 (where required as a MAQ)
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.
Eastern Illinois University is committed to fostering a learning community where all members feel welcomed and valued. The university provides equal 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: Celebrating more than 130 years of excellence, Eastern Illinois University (EIU) is a fully accredited, comprehensive regional residential institution located in Charleston, Illinois—ideally positioned between Chicago, St. Louis, and Indianapolis. The University is known for its individualized attention, supportive relationships, and exceptional outcomes, including high graduation, retention, and career placement rates. Academically, EIU combines personalized learning with nationally respected programs. Small class sizes allow for close mentorship from distinguished faculty, while innovative undergraduate and graduate programs and firsthand opportunities prepare students for meaningful professional and personal growth. Campus life at EIU is vibrant and community oriented. The University features more than 50 buildings within walking distance, extensive recreational facilities, and more than 200 student organizations including NCAA Division I athletics, and 20+ fraternities and sororities. Cultural life thrives at the world-renowned Doudna Fine Arts Center and the Tarble, which bring exceptional artistic and performance experiences to campus and the region. Students, faculty, and staff enjoy the close-knit atmosphere of a classic college town with convenient access to shops, dining, and outdoor recreation—alongside robust service opportunities coordinated through EIU’s Office of Civic Engagement and Volunteerism. With its strong alumni network, sustainability efforts, and deep commitment to student success, Eastern Illinois University offers an exceptional environment to live, learn, and work.
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)-581-3463 or employment@eiu.edu for assistance.
