Administrative Aide


Major Duties/Responsibilities

For Executive Director

  • Serves as assistant and performs administrative duties for the IPM Executive Director.
  • Uses initiative in timing and scheduling appointments/meetings based on the importance and sensitivity of the issues to be discussed;
  • assists the Executive Director in effective time management. Manages an active calendar of appointments; composes and prepares correspondence;
  • arranges travel plans;
  • compiles documents for business meetings; communicates on behalf of the EO with Community Advisors, donors, staff and others on matters related to EO’s initiatives.
  • Provides information to members of the Leadership Team and gathers information for Executive Director’s consideration.
  • Undertakes research tasks for the Executive Director and drafts reports as indicated.

For Illinois Public Media

  • Provides donor correspondence for Development Director;
  • manages donor mail merge letters on a weekly and monthly basis.
  • Acts as liaison for various unit-wide operations, including coordinating, researching, budgeting and overseeing building projects with Facilities and Services’ construction services.
  • Oversee upkeep of Campbell Hall, which includes cleaning, maintenance and emergency services.
  • Coordinates the development and implements of IPM emergency policies and procedures.
  • Manages leased station vehicles, including disbursement, accident reports, annual reports driver approval, maintenance and 24-hour parking spaces.
  • Coordinates all-staff meetings, quarterly Community Advisors’ meetings.
  • Initiates frequent contact with CA members in the course of their committee assignments.
  • Distributes monthly electronic newsletter to the CA.
  • Supports HR activities by assisting with logistical details of staff recruitment and interview process.
  • Supervises staff employees.
  • Supervises receptionist, student employees, as well as Extra Help employees.
  • Identifies and implements staff training as necessary and budget allows.
  • Serves as assistant to the IPM leadership team in administrative, communication, scheduling, and grant and contract responsibilities.
  • Arranges, participates and records notes for weekly Leadership Team meetings.
  • Assists Business staff by recording and/or reconciling p-card transactions and TEM activity.
  • Monitors and ensures compliance with unit, University, and FCC and CPB policies.
  • Arranges meetings between IPM personnel and community groups; on request, participates and takes notes in these meetings.
  • Acts as Technology Services Unit Coordinator.
  • Oversees the analysis, design, and implementation of IPM office information systems and standard office equipment.
  • Researches and order office equipment and furniture.
  • Coordinates FCC license renewal process for WILL-TV and WILL AM-FM stations.
  • Manages annual FCC ownership and adverse adjudication reports by the Board of Trustees office and Legal Counsel, respectively.
  • Maintains and updates the FCC-mandated Public Inspection File on the FCC website.
  • Prepares, submits, reviews and monitors the annual Staff Resources budget.


  1. High school graduation or equivalent
  2. Any one or any combination totaling five (5) years (60 months) from the following categories:
    1. 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)
    2. 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 and abilities required

A thorough knowledge of office administration principles, practices, methods and techniques is required. Knowledge of the administrative structure and policies and procedures of the University is essential. Excellent administrative and office skills and a high regard for public image are required, as well as the ability to communicate effectively verbally and in writing. Knowledge of applicable FCC and Corporation for Public Broadcasting policy and procedures is required within the first year. Because of the confidential and sensitive nature of the work, discretion and professionalism is required. Accuracy, reliability and timeliness are required and expected. Courtesy, helpfulness and a friendly demeanor, as well as a sense of humor, are important to success. The Administrative Aide must have a good working knowledge of Microsoft Office software, internet browser and software particular to IPM and University of Illinois fundraising. The Administrative Aide must also have working knowledge of scheduling, presentation, and productivity software and applications. (Like Zoom, Slack, etc.)

Environmental Demands

The office environment is an active one as the facility includes radio, television, on-line, development and engineering staff. Occasional work or meeting attendance outside of the office is required. While the ambiance of the office is occasionally hectic, it is important that the Administrative Aide provide a model of professional competence for others.

Salary and Appointment Information

This is a full-time Civil Service Administrative Aide position appointed on a twelve (12) month service basis. The expected start date is as soon as possible after the closing date. Salary is commensurate with experience and qualifications.

To Apply

Applications must be received by July 28, 2021 Apply for this position using the "Apply for Position" button at https://jobs.illinois.edu/academic-job-board/job-details?jobID=147742&job=senior-lead-information-technology-specialist-applied-technologies-for-learning-in-the-arts-sciences-atlas-147742. If you have not applied before, you must create your candidate profile at https://jobs.illinois.edu. If you already have a profile, you will be redirected to that existing profile via email notification. To complete the application process:

  1. Submit the Staff Vacancy Application.
  2. Submit the Voluntary Self-Identification of Disability forms.
  3. Upload the following required documents:
    • cover letter
    • resume (months and years of employment must be included)
    • academic credentials (unofficial transcripts or copy of diploma may be acceptable) for all degrees attained names/contact information for three references


In order to be considered as a transfer candidate, you must apply for this position using the "Apply for Position" button below. Applications not submitted through this website will not be considered. For further information about this specific position, contact Cassandra Kenton (cass3188@illinois.edu). For questions about the application process, please contact 217-333-2137.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. Convictions are not a bar to employment. Other pre-employment assessments may be required, depending on the classification of Civil Service employment. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility. The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment.

For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment.