Program Assistant

Primary Function

The primary function of this position is to support for the Director of the COB Undergraduate Advising and Student Resources office.

This position resides under the Office of the Dean and as a result may be called upon during times of need/staff shortage to provide administrative coverage for other units under the Office of the Dean to perform similar duties listed for the Undergraduate Advising and Student Resources office.

This position is essential to the overall functioning of the Dean’s office and to effective production of the Director of COB UG Advising and Student Resources. Work completed in this position impacts the entire College and in most instances the University as a whole. It is essential that work performance be of the highest quality, and that such work be highly accurate and accomplished in a timely fashion. Confidentiality of all aspects of this position must be strictly observed.
Duties and Responsibilities (generally)

This includes answering phone calls and questions, assisting students, processing necessary paperwork, and maintaining files and appointment calendar. This person will serve as a high-level liaison with other personnel, students, and the general public, representing the Director of the office. This position requires extensive involvement and awareness of all responsibilities and activities of the Director. This position also requires a wide-range of knowledge and coordination of academic, operational, and administrative policies and procedures at both the college and university levels. Responsibilities include a thorough knowledge of various software including Microsoft Office, PeopleSoft, Onbase, Navigate, and NIU MyScholarships.

Extensive computer skills are essential- Word and Excel a must. The general nature of this position requires that the employee be able to adapt to a variety of tasks and demands. In addition, it is important that the person be able to function independently, assume responsibility, take initiative, and persevere in the completion of a task. The individual must possess human relations skills to deal with students who may be greatly concerned about their progress towards degree.

Due to the nature of the paperwork and basis for meetings with students within this office, it is vital that the person has exemplary organizational skills and a commitment to confidentiality.

Minimum Required Qualifications for this position

Bachelor’s degree.

Specialty Factors (Additional Required Qualifications)

Education and Experience Preferred

Previous experience working in higher education.

Previous program or administrative experience.
List the knowledge, skills, and abilities critical to the performance of this position.

Extensive computer skills are essential- Word and Excel a must. The general nature of this position requires that the employee be able to adapt to a variety of tasks and demands. In addition, it is important that the person be able to function independently, assume responsibility, take initiative, and persevere in the completion of a task. The individual must possess human relations skills to deal with students who may be greatly concerned about their progress towards degree.
Working Hours
37.50
Minimum Pay Rate (Hourly or Monthly)
$17.95/hour
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
07/29/2021
Closing Date
08/06/2021
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.

• 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
NA
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
https://employment.niu.edu/postings/58166
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * What is the highest level of education attained?
   • GED
   • High School Diploma
   • Associates Degree
   • Bachelors Degree
   • Masters Degree
   • PHD
2. * How many years of experience do you have in this type of position?
   • 0-1
   • 1-3
   • 3-5
   • 5-7
   • 7+
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 résumé. (“See Résumé” is not an acceptable response.)
   
   (Open Ended Question)
   
   
4. * 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. List of at least 3 References
4. Transcripts (unofficial with official required at hire)

Optional Documents

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