Administrative Aide (0783)
- Employer
- Northern Illinois University
- Location
- Illinois, United States
- Salary
- Salary Not Specified
- Date posted
- Sep 22, 2022
View more
- Position Type
- Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
- Employment Level
- Administrative
- Employment Type
- Full Time
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Position Summary
Situated in the College of Education Dean’s office, this position serves as the primary administrative department support for multiple academic departments within the College of Education. This position has primary responsibility for coordination of all personnel actions, budget and finance duties and primary scheduling for three academic programs within the College of Education.
This position is responsible for the management of confidential data and reporting functions and serving as a resource for local distributed department support positions. The position requires detailed knowledge of department, college, and university policies, programs and procedures, as well as a thorough understanding of the department chair’s responsibilities. This position serves to coordinate facility usage as well.
Essential Duties and Responsibilities
This position manages and completes hiring paperwork for all new and returning employees including instructional faculty, graduate assistants, and student workers along with assisting in faculty search procedures; oversees payroll/time sheet processing; manages and maintains financial and budget-related documentation; and maintains personnel files. This position completes primary academic scheduling, data management and reporting. This position also coordinates special events and serves as a resource for distributed department support and central department support positions.
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)
Additional Requirements (SPS)
Preferred Qualifications (SPS)
Physical demands/requirements
Sitting / Standing
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
$38,025.00-$44,850.00 / annually
Hourly or Semi-monthly Pay Rate/Range
$19.50 - $23.00/hr
Earn Type
Hourly
Application Procedure
Application Procedure
Application Procedure
Additional Position Details:
Quick Link to Applicant
https://employment.niu.edu/postings/66455
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
Supplemental Questions
Required fields are indicated with an asterisk (*).
Situated in the College of Education Dean’s office, this position serves as the primary administrative department support for multiple academic departments within the College of Education. This position has primary responsibility for coordination of all personnel actions, budget and finance duties and primary scheduling for three academic programs within the College of Education.
This position is responsible for the management of confidential data and reporting functions and serving as a resource for local distributed department support positions. The position requires detailed knowledge of department, college, and university policies, programs and procedures, as well as a thorough understanding of the department chair’s responsibilities. This position serves to coordinate facility usage as well.
Essential Duties and Responsibilities
This position manages and completes hiring paperwork for all new and returning employees including instructional faculty, graduate assistants, and student workers along with assisting in faculty search procedures; oversees payroll/time sheet processing; manages and maintains financial and budget-related documentation; and maintains personnel files. This position completes primary academic scheduling, data management and reporting. This position also coordinates special events and serves as a resource for distributed department support and central department support positions.
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)
- Previous experience working in higher education with experience working with financial data and reports.
- Previous experience working in academic affairs, preferably at NIU .
Additional Requirements (SPS)
Preferred Qualifications (SPS)
Physical demands/requirements
Sitting / Standing
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
$38,025.00-$44,850.00 / annually
Hourly or Semi-monthly Pay Rate/Range
$19.50 - $23.00/hr
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.
- Out-of-state candidates must establish Illinois residency within 180 calendar days after start date.
- 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.
- 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 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.
- 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 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.
Quick Link to Applicant
https://employment.niu.edu/postings/66455
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
- Resume/Curriculum Vitae
- Cover Letter
- List of at least 3 References
- Transcripts (unofficial with official required at hire)
- Transcripts #2 (unofficial with official required at hire)
- Transcripts #3 (unofficial with official required at hire)
- Certifications/Licensure #1
- Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * 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.
- * 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)
- * 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.
- * 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)
- 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.
- * 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)
- * 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.
- * 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)
- * 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.
- * 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)
- * 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.
- * 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)
- * 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.
- * 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)
- Please mark all the completed degrees which you hold. Please
remember to upload your unofficial transcript for all that have
been marked.
- Associate's Degree
- Bachelor's Degree
- Master's Degree or higher
- * How many years of experience do you have in this type of
position?
- 0-1
- 1-3
- 3-5
- 5-7
- 7+
- * Are you currently a citizen or resident of the State of
Illinois?
- Yes
- No
- * 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
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