Administrative Aide (3112)

Position Summary

The Administrative Aide reports to the Director of the HASC and collaborates with the Associate Director of the Writing Center, the Associate Director of Supplemental Instruction and Tutoring, and the Coordinator for Supplemental Instruction and Tutoring. The Administrative Aide will also offer quality customer service to NIU undergraduate and graduate students, staff, and faculty, including answering general operational questions and helping students navigate the programs’ appointment system (creating accounts, scheduling appointments, etc.).

Essential Duties and Responsibilities

• Process hiring paperwork (graduate assistants and undergraduate students), fill out and collect all backup paperwork needed to hire graduate assistants and undergraduate students for all Huskie Academic Support Center programs
• Complete payroll, including distributing and collecting hourly timesheets and benefit statements
• Perform office procedures, including answer general questions, help clients with schedule system, process paperwork, and enter data
• Complete inventory: track all physical inventory and reconcile the yearly report

Minimum Required Qualifications (Civil Service)

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER
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 general or specialized office experience which included aspects of supervising staff or job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

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 softwar
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 source
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 for
9. Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances
10. Written and Oral Comprehension — The ability to read and listen/understand information and ideas presented in writing or ora
11. Oral Expression — The ability to communicate information and ideas verbally so others will understa
12. Written Expression — The ability to communicate information and ideas in writing so others will understand.

Specialty Factors (Civil Service)

Preferred Qualifications (Civil Service)

• Experience working with Access databases and SPSS
• Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar
• Skill in communicating effectively, both verbally and in writing, as appropriate for the needs of different audiences
• Knowledge of procedures related to personnel, including hiring documents, timesheets and payroll, and benefit statements
• Ability to provide quality customer service using sound customer service principles and processes. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Knowledge of computers and computer systems (including hardware and software), including ability to enter data or process information as well as help clients create schedule system accounts and set up appointments

Minimum Required Qualifications (SPS)

Additional Requirements (SPS)

Preferred Qualifications (SPS)

Physical demands/requirements

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Salary

$17.89-$19.00 hourly

Hourly or Semi-monthly Pay Rate/Range

Earn Type

Hourly

Application Procedure

Application Procedure

Application Procedure

Additional Position Details:

• Click on Administrative Aide for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
• Please click on Human Resource Services – Benefits for detailed information about Northern Illinois University’s benefits package.
• Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.
• 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.

Application Review Details:

• 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. 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.
• 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 that 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.

Exam Details:

• The Civil Service examination for this classification is a Credentials Assessment, and is based on your application materials as submitted for this posting. A Credential Assessment is a rating by the Human Resources Office of an applicant’s/employee’s education, experience and special credentials/qualifications (licenses, etc.). In order to determine an appropriate rating for each examination, a review of a résumé, cover letter, university/agency official employment application, college transcript, copies of license/certification and any other relevant material may be required.
• Required documentation noted in the posting, such as a driver’s license, licensures, or certifications MUST be uploaded with your application materials.
• 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.
• After assessment of all qualified applicants has been completed for this position, the names with the top three (3) scores will be referred to the hiring department for interview.

Special Instructions

Quick Link to Applicant

https://employment.niu.edu/postings/66371

Is Background Check Required?

Yes

EEO Statement Summary

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

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 and Equal Opportunity ( AAEO ) at ada@niu.edu .

Safety Information

NIU provides annual reports on campus security and fire safety.

Read the Annual Safety and Security Report. Contact the Ethics and Compliance Office at 815-753-1649 for a hard copy.

Read the Fire Safety Report . Contact the Department of Environmental Health and Safety at 815-753-0404 for a hard copy.
Applicant Documents
Required Documents

1. Resume/Curriculum Vitae
2. List of at least 3 References

Optional Documents

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

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. Select the answer that best describes your work experience providing support to administrators on various administrative/organizational matters; maintaining an overview of departmental responsibilities and deadlines; updating 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. Was this task performed under guidance or was this task performed independently?
   • Yes
   • No
   • Did not perform task
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. Select the answer that best describes your work experience finalizing communications and documents for executives/administrators (reviewing for appropriate spelling, punctuation, syntax, formats and modifying document as needed); drafting communications for an administrator and developing and distributing as directed. 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. Was this task performed under guidance or was this task performed independently?
   • Yes
   • No
   • Did not perform task
6. 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)
   
   
7. Select the answer that best describes your work experience serving as a liaison between departments and other constituencies and/or between different groups within a department (e.g., between a director and departmental faculty); providing information, assistance, and advice to various constituencies and individuals. 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.
8. Was this task performed under guidance or was this task performed independently?
   • Yes
   • No
   • Did not perform task
9. 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)
   
   
10. Select the answer that best describes your work experience managing and controlling confidential documents including personnel records, institutional and historical documents, etc. 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.
11. Was this task performed under guidance or was this task performed independently?
    • Yes
    • No
    • Did not perform task
12. 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)
    
    
13. Select the answer that best describes your work experience assisting in planning various aspects of special projects and essential programs, including complex scheduling for meetings/events, coordinating administrators' schedules (i.e., prioritizing and managing schedules, appointments, meetings and related activities); inviting and notifying participants. 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.
14. Was this task performed under guidance or was this task performed independently?
    • Yes
    • No
    • Did not perform task
15. 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)
    
    
16. Select the answer that best describes your work experience assisting in developing job descriptions for unit staff positions and overseeing personnel transactions, searches, and employment; supervising student workers, extra-help, and other employees including assigning work, overseeing the training of new staff, and processing appointment documentation. 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.
17. Was this task performed under guidance or was this task performed independently?
    • Yes
    • No
    • Did not perform task
18. 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)
    
    
19. Select the answer that best describes your work experience assisting with the creation and establishment of departmental accounts, conducting transfers within various accounts and responsibility for the fiscal management of the unit or a department's budget; maintaining an itemized record of expenditures. 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.
20. Was this task performed under guidance or was this task performed independently?
    • Yes
    • No
    • Did not perform task
21. 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)