Program Assistant

Primary Function

The primary function of this position is to coordinate program-related activities and advising interactions for graduate programs in the School of Interdisciplinary Health Professions ( SIHP ) and the Ph.D. in Health Sciences college-wide doctoral program. Duties include the administration and evaluation of program goals, objectives, and related activities for new and existing programs under the supervision of the PhD and SIHP program directors and Chair. This includes compliance with the Council for Accreditation of Counseling & Related Educational Programs ( CACREP ) accreditation standards and documentation of student preparation for the credentialing examination for Certified Rehabilitation Counselor ( CRC ). It is essential that this individual possess strong organizational skills, be able to comprehend, analyze, and solve problems as they occur, adhere to many deadlines, and the ability to operate computer systems utilizing various office software packages. This individual must be able to work independently, maintain confidential information, and be able to manage a high-level of contact with other NIU units, students, prospective students, and the public on the telephone and in person. At times, the occupant of this position will act on behalf of faculty Graduate Program Directors. This is a full-time 12-month position.

Duties and Responsibilities (generally)

Program direction responsibilities that include:
• Coordinate and manage the admissions review process in coordination with the Graduate Program Directors
• Develop and direct designated programs including student orientation, advisor orientation, and other synchronous meetings as appropriate
• Supervise student activities and provide professional or technical assistance where necessary such as by supporting student and committee members to facilitate examinations. This includes determining eligibility for candidacy, comprehensive, and credentialing examinations and dissertation meetings
• Work with graduate program directors, faculty and instructors to format and upload documents to Blackboard including shared Content Collection.

Operational activities of the PhD in Health Sciences and other SIHP graduate programs, including the following:
• Coordinate with regional campuses and serving as liaison with other university units regarding the details of these events.
• Supervise the maintenance of all office files, electronic or hard-copy, including all student files, all academic support files (application materials from the Graduate School, curricular and policy documents, graduation reports), graduate assistant applications, and internal course documents.
• Review and submit documents verifying compliance with the Council for Accreditation of Counseling & Related Educational Programs ( CACREP ) accreditation standards and documentation of student preparation for the credentialing examination for Certified Rehabilitation Counselor ( CRC ).
• Forward and receive student files to and from appropriate university units. Process, file, and retrieve student data provided by the Graduate School, Registration and Records, and the Office of Admissions, and other offices on campus.

Program promotion activities that include the following:
• Establish and maintain effective public relations with individuals/agencies within and external to the university, provides outreach/liaison services to SIHP and graduate programs
• Conducts introductory workshops and attends conferences to stimulate and solicit graduate and undergraduate program expansion and endorsement
• Assists graduate program directors and Chair in developing research, training, and developmental grants or contracts with external funding agencies

Communication responsibilities that include:
• Maintain close communication with Graduate Faculty Directors and Program Coordinators to support program outcomes.
• Act as first point of contacts with graduate program inquiries through email, phone, and campus visits as appropriate
• Follow up with student and prospective student contacts (correspondence, telephone messages, and/or walk-in requests) to clarify information
• Provide detailed responses, set up appointments, and/or direct inquiries to appropriate campus offices.
• Support graduate faculty advisors with timely communication and referrals to resources.
• Follow-up with applicants and students during active faculty advising periods
• Process letters to students related to academic achievement and notification of NIU and CACREP deadlines.

Student academic services that include:
• Advise applicants on necessary paperwork and procedures required to make sure the experience with the program is positive
• Assist students in the navigation through issues of curriculum conflicts and forms to meet students’ needs and program requirements
• Assess student academic requirements reports and verify completion of milestones
• Maintain all confidential material related to student degree processes
• Review student requests for overload/underload status and communicate with faculty advisors as needed
• Assist students to navigate the process from application to degree completion with support to eliminate roadblocks
• Assist in oversight of internship and field experiences
• Provides referral services for students to appropriate resources

Assessment duties that include:
• Critique activities with faculty, students, and external groups to evaluate effectiveness, identify problems, and implement change
• Assemble data and prepares administrative reports for graduate program review; and undergraduate programs, as needed
• Prepare fiscal and program reports for the Graduate Program Directors and SIHP Chair
• Submit an annual report describing advising and recruitment activities for review by the Graduate Program Directors and SIHP Chair

Information management and administrative duties that include:
• Organize initial application screening materials and admission committee decisions
• Prepare documents using word processing skills and edit program documents.
• Keep a database of student inquiries and other program tracking criteria
• Manage correspondence relating to SIHP academic programs, both to various University units as well as to student and prospective students.
• Schedule and support program steering committee meetings including Admissions, Evaluation, Steering, and Advisory groups.
• Receive and process purchase request forms, travel vouchers, printing and copy center request forms and other business forms from program and SIHP leaders.

Backup Duties
• Serves as a backup to other SIHP office staff including course scheduling, support for curricular actions, compile data including narrative, statistical, and financial information as well as all reports required by various university and college committees and offices.
• Complete other duties as assigned by the SIHP Chair

Minimum Required Qualifications for this position

1. Bachelor’s degree.

2. Two years of progressive professional experience working with students in university programs such as, but not limited to, academic affairs for graduate or undergraduate programs, enrollment management, recruitment and retention with diverse students, student affairs.

3. Demonstrated progressive work experience in program direction, such as personnel, academic or career counseling, or related fields as well as progressive work experience in health sciences, higher education or a related field.

Specialty Factors (Additional Required Qualifications)

Education and Experience Preferred

1. College coursework resulting in a master’s degree in health and human sciences or higher education or a complimentary field.

2. Experience with doctoral education or CACREP standards.

3. Experience with student enrollment and student recruitment strategies.

4. Excellent communication and organizational skills, relational skills, familiarity with educational program initiatives and program evaluation.

List the knowledge, skills, and abilities critical to the performance of this position.

Program assessment, student development and program administration knowledge highly recommended. Proficiency in researching and analyzing data, summarizing information, making recommendations, and generating reports. Ability to use technology to accomplish tasks.

Working Hours
M-F 8:00 to 4:30; Occasional nights and weekends
Hiring rate/range
Commensurate with experience, education, and internal equity; position includes a robust benefits package to eligible applicants.
Posting Date
11/25/2020
Closing Date
12/09/2020
Priority Review Date

Special Instructions to Applicants

• Fully complete the Education and Work History sections of the application. Be specific on your entire work history, including employment dates 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.
• If you have education and/or training in excess of what is required, we encourage you to upload your unofficial transcripts.
• After the posting has closed, your submission will be reviewed to determine if you meet the minimum qualifications for the classification, including any specialty factors associated with this particular position.
• Please monitor your e-mail for further information regarding your application. Emails will be generated from jobs@niu.edu and CivilServiceTesting@niu.edu. Please add these emails to your address book to ensure timely delivery of any future communication.
• We STRONGLY recommend that contact information used in your online profile be personal use, not professional/work information: personal email address, home address, and phone numbers. The information you provide is used to make contact on search updates, department referrals and interviews, etc. We must be able to relay sensitive and important information in a way that protects your privacy concerning job search activity, now and in the future.
• The Civil Service examination for this classification is a Credentials Assessment, and is based on your application materials as submitted for this posting. If you meet the minimum required qualifications for this position, you will receive a score based on your education and experience, and your name will be placed on the active employment register. After the application deadline, the names within the top three scores will be referred to the hiring department for interview.
• Once this position has been filled, all names will be removed from the employment register in accordance with State Universities Civil Service System rule 250.60(h)(10) .
• If eligible for Veteran’s Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application in order to receive the maximum eligible points on the Civil Service examination.
• Click on Program Assistant for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
• Please click Human Resource Services – Benefits for detailed information about Northern Illinois University’s benefits package.
• Employment is contingent upon your passing a criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Link to Department Homepage
School of Interdisciplinary Health Professions
Physical Demands

EEO Statement

In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, ancestry, sex, religion, age, physical and mental disability, marital status, veteran status, sexual orientation, gender identity, gender expression, political affiliation, or any other factor unrelated to professional qualifications, and will comply with all applicable federal and state statutes, regulations and orders pertaining to nondiscrimination, equal opportunity and affirmative action.

The following person has been designated to handle inquiries regarding the non-discrimination policies:

Ethics and Compliance Officer, Title IX Coordinator
Health Services 230
TitleIXCoordinator@niu.edu
815-753-5560

Is Background Check Required
Yes
Visa Policy

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

ADA Accommodation

NIU remains committed to ensuring that its recruitment and application procedures include full opportunities for applicants with disabilities. Employment opportunities will not be denied to anyone because of the need to make accommodations for a person’s disability during either the application or interview process. An applicant who believes they require an accommodation to participate in the employment process due to a disability may request that accommodation through the Accommodation Request Form . For further assistance, please contact the office of Affirmative Action, Equal Opportunity and Education ( AAEOE ) at ada@niu.edu .

Clery Act Information

NIU provides information regarding campus security, personal and fire safety, including topics such as: crime prevention, emergency response procedures and crime reporting policies, in addition to crime and fire statistics for the most recent three calendar years. The Annual Security Report containing security and safety information is available at www.safety.niu.edu/clery or by contacting the University Police Department and Public Safety Department at 815-753-9628 to receive a hard copy. The Annual Fire Safety Report is available at www.niu.edu/clery/fire_report.pdf or by contacting the Environmental Health and Safety Department at 815-753-0404 to receive a hard copy.

Quick Link
http://employment.niu.edu/postings/54535
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have a Bachelors Degree?
   • Yes
   • No
2. * How many years of progressive professional experience working with students in university programs such as, but not limited to, academic affairs for graduate or undergraduate programs, enrollment management, recruitment and retention with diverse students, student affairs do you posses?
   • Less than 1 year
   • 1-2 years
   • More than 2 years
3. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or resume.
   
   (Open Ended Question)
   
   
4. * How many years of demonstrated progressive work experience in program direction, such as personnel, academic or career counseling, or related fields as well as progressive work experience in health sciences, higher education or a related field do you possess?
   • Less than 1 year
   • 1-2 years
   • 2-3 years
   • More than 3 years
5. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or resume.
   
   (Open Ended Question)
   
   
6. * Do you possess a Master's degree or higher? If so, please make sure to upload your unofficial transcript showing your confer date.
   • Yes
   • No
7. Have you attached transcripts to support the degree(s) you are submitting for consideration with this posting?
   • Yes
   • No
   • Not Applicable
8. Have you attached a copy of your DD214, DD215, NGB22, or DD256 for consideration of Veteran's Preference Points? The copy submitted should reflect the status of discharge in order to be considered.
   • Yes
   • No
   • Not Applicable

Applicant Documents
Required Documents

1. Resume/Curriculum Vitae
2. Cover Letter
3. List of References

Optional Documents

1. Transcripts (unofficial with official required at hire)
2. Transcripts #2 (unofficial with official required at hire)
3. Certifications/Licensure #1
4. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)