Senior Administrative Assistant

Primary Function

The Senior Administrative Assistant ( SAA ) position is the primary contact person and liaison between the Vice President of Administration and Finance and CFO (VP/ CFO ) and all other Vice Presidents and Directors on campus, as well as off campus contacts, including the NIU Board of Trustees, Illinois Board of Higher Education, Legislative Representatives, vendors, and various reporters. This position works with highly sensitive information daily. This position also coordinates the secretarial staff of the Division office and the work required by the VP/CFO and Associate Vice Presidents and Directors within the Division. This position serves as the primary support for the VP/ CFO additionally serves as the primary support for the Director of Budget and Financial Planning. The SAA serves on the VP/CFO’s leadership team.

This position acts as the point of coordination between managerial and clerical staff in relative subordinate departments and the VP/CFO and/or Director of Budget and Financial Planning. Essential responsibilities of this position include advanced administrative duties, management and compilation of administrative reports, dealing with highly confidential and sensitive issues, and managing the interactions of departmental functions. This individual must be able to calmly and efficiently work on multiple tasks simultaneously. Flexibility is essential as priorities change quickly. Creativity, thoroughness, common sense, good judgment, confidentiality, and the ability to deal with the non-routine matters in a professional manner are required attributes. The ability to work independently to achieve administrative processes is critical. Requires extensive knowledge of Administration & Finance, related programs, policies, and procedures of the University.

Duties and Responsibilities (generally)

This position reports directly to the VP/CFO and the Director of Budget and Financial Planning. This position serves as a resource for and works closely with many groups (Trustees, senior cabinet, President, Chief of Staff, faculty, Deans, Provost staff, contractors, students, government agencies, and outside community members) and is able to appropriately coordinate between. In the absence of the VP/CFO and/or Director of Budget and Financial Planning, this position is to act as a proxy to coordinate and expedite necessary actions.

Minimum Required Qualifications for this position

1. High school graduation or equivalent

2. Any one or any combination totaling five (5) years (60 months) from the following categories:
(a) 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)
(b) progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

*As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2.

Specialty Factors (Additional Required Qualifications)

1. Two (2) years of additional experience working with or for senior leadership at an organization.

2. Minimum two (2) years of experience managing complex support tasks, such as scheduling, drafting communications, and preparing executive meeting materials.

Education and Experience Preferred

1. Familiarity with higher education work environment

2. Proficiency in, or ability to quickly learn applicable IT systems and platforms, including Microsoft Outlook, MS Suite (Excel, Word, Powerpoint), MS Teams, Adobe, PeopleSoft, etc.

3. Demonstrated commitment to confidentiality

4. Experience managing relationships with internal and external stakeholders

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

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)
1. Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
2. Computer Skills — Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
• Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning ( ERP ), Word Processing, Spreadsheet software
3. Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
4. Obtaining Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
5. Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
6. Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
7. Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
8. Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
9. Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
10. Written and Oral Comprehension — The ability to read and listen/understand information and ideas presented in writing or orally.
11. Oral Expression — The ability to communicate information and ideas verbally so others will understand.
12. Written Expression — The ability to communicate information and ideas in writing so others will understand.

Working Hours
Mon-Fri 8-4:30
Minimum Pay Rate (Hourly or Monthly)
$4,000/ monthly
Hiring Rate Information

Actual hiring rate is commensurate with experience, education, and internal equity; position includes a robust benefits package to eligible applicants.

Posting Date
06/09/2021
Closing Date
06/23/2021
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.
• 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 Administrative 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
Administration & Finance
Physical Demands

This is a sedentary position.

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
https://employment.niu.edu/postings/57256
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Select the answer that best describes your work experience advising and providing executive support to an executive/administrator on various administrative matters; maintaining an encompassing, organized overview of significant University and departmental responsibilities and deadlines; developing, designing, and evaluating departmental policies and operational procedures. Employer Name and Employment Dates must be provided below.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function described was performed under guidance.
   • My work experience relevant to the job function described was performed independently.
2. * Select the answer that best describes your work experience drafting multi-source communications/reports for an executive/administrator, expenditure reports, etc.; investigating, planning, organizing, and interpreting/analyzing various sources of information in support of administrative reports and departmental business operations. Employer Name and Employment Dates must be provided below.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function described was performed under guidance.
   • My work experience relevant to the job function described was performed independently.
3. * Select the answer that best describes your work experience serving as a liaison between departments and various constituencies or between different groups within a department; representing a department; representing a department or an executive/administrator by sitting on various committees; planning and implementing special events (such as departmental and university-wide presentations/ceremonies). Employer Name and Employment Dates must be provided below.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function described was performed under guidance.
   • My work experience relevant to the job function described was performed independently.
4. * Select the answer that best describes your work experience overseeing/supervising personnel transactions, searches, and employment and/or other processes or programs; evaluating staffing needs and insuring that the personnel needs of a department are being met; supervising staff, student workers, and extra help. Employer Name and Employment Dates must be provided below.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function described was performed under guidance.
   • My work experience relevant to the job function described was performed independently.
5. * Select the answer that best describes your work experience acting as a representative and managing departmental budget activities (e.g., preparing budget projects for the fiscal year, planning distributions, approving and maintaining accounts, approving budget transfers and conducting budget reconciliations); maintaining an itemized record of expenditures, preparing expenditure reports and monitoring and tracking fiscal year project allocations. Employer Name and Employment Dates must be provided below.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function described was performed under guidance.
   • My work experience relevant to the job function described was performed independently.
6. * Select the answer that best describes your work experience managing confidential information including maintaining personnel records and institutional, historical, and other documents. Employer Name and Employment Dates must be provided below.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function described was performed under guidance.
   • My work experience relevant to the job function described was performed independently.
7. * Have you uploaded the required writing sample? (Examples of this documentation includes professional memos, reports, data analysis, and/or executive summaries)
   • Yes
   • No
   • Not Applicable
8. * If applicable, have you attached a copy of your DD214, DD215, NGB22, or DD256 for consideration of Veterans 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. Writing Sample
4. List of at least 3 References

Optional Documents

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