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Program Assistant (2788)

Position Summary

The Program Assistant is responsible for assisting with the coordination of NIU’s Orientation dates, the recruitment, hiring and training of Orientation Leaders, and help with the Week of Welcome ( WOW ). The Program Assistant, along with the rest of the team, also assists with the day-to-day operations of the office. The Program Assistant reports to the Director of Orientation and First Year Programs.

Essential Duties and Responsibilities

Administrative Work (35%)
  • Serve as a liaison to the office of undergraduate admissions
  • Collaborate with appropriate office staff to coordinate support before, during and after events, including but not limited to on-site registration, communication, confirmation of university services and resources
  • Develop materials and techniques for training program staff in such areas as academic and self-efficacy, information literacy, financial literacy, physical and mental health and well-being, Huskie pride, cultural competence, sense of belonging, engagement, and interpersonal relationships.
  • Along with Associate Director, manage day-to-day operations of the office, including serving as a proxy when the Director is unavailable.
  • Assist with the submission of timely and informative reports regarding programmatic goals, trends, statistics, and direction
  • Remain abreast of university policies and procedures and ensures that they are implemented accurately and in a manner that best support orientation, transition, and retention efforts.
  • Serve as a liaison to the Academic colleges, CHANCE, Honors, and the Academic Advising Center.
  • Remain abreast of university policies and procedures and ensures that they are implemented accurately and in a manner that best support Week of Welcome programming
  • Collaborate with appropriate University partners to update marketing materials and communications (printed, electronic, etc.) related to Week of Welcome.
  • Assis with scheduling, assigning, reviewing and/or providing recommendations regarding professional and student work within Week of Welcome.
  • Assist with hiring, training, supervising, and supporting all volunteers for Week of Welcome

Supervision, Staffing and Training (45%)
  • Responsible for hiring, training, supervising, and supporting all orientation student staff.
  • Coordinate training and professional development for first-year student mentor programs coordinated through units included in the Student Experience Team (Student Affairs, Undergraduate Studies and Academic Diversity Equity and Inclusion).
  • Interview and assess the needs of incoming students and hire undergraduate student staff who attend and lead the student orientation programming.
  • Schedule, assign, review and/or provide recommendations regarding student work within the orientation and first-year programs.
  • Assist with development and oversight of opportunities for orientation staff beyond the summer including supporting retention related efforts centrally and in the colleges.

Marketing (10%)
  • Collaborate with appropriate University partners to update marketing materials (printed, electronic, etc.) related to orientation and first year programming.

Other Duties as Assigned (10%)
  • Assist with other details related to orientation and first year programs as needed
Minimum Required Qualifications (Civil Service)

1. Bachelor’s degree.
2. Based on position requirements, additional education, training and/or work experience in the area of specialization inherent to the position, may be required.

1. Knowledge of general office practices and procedures.
2. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
3. Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
4. Skill in oral and written communication.
5. Ability to work effectively with staff, the public, and outside constituency groups.
6. Ability to organize and multi-task.
7. Ability to supervise and knowledge of administrative concepts and methods.
8. Ability to utilize various computer software packages.
9. Ability to work independently and exercise judgment in order to be able to analyze and investigate a variety of questions or problems.

Specialty Factors (Civil Service)

Preferred Qualifications (Civil Service)
  • Master’s degree in higher education, counseling, or closely related field preferred
  • Experience with first-year programs on a college campus
  • Experience planning and facilitating large-scale events
  • Clear understanding of the needs of first-year and transfer students on a large, diverse, public university campus
  • Attention to detail, interpersonal abilities, and independent critical thinking skills
  • Excellent communication (speaking and written expression) skills
  • Demonstrated knowledge of social media applications including Facebook, Twitter, YouTube, LinkedIn, Instagram, and emerging social media platforms
  • Experience with PeopleSoft and Blackboard preferred.
  • Experience with or fluency with the Spanish language preferred, but not required
  • A minimum of one year of project and/or strategic management experience in a public or private organization
  • Demonstrated experience in developing professional work/action plans related to orientation and/or first year programming
  • Demonstrated experience navigating and managing complex projects requiring engagement and consensus-building with multiple stakeholders
  • A minimum of one year of project and/or strategic management experience in a public or private organization
  • Demonstrated experience in developing professional work/action plans related to orientation and/or first year programming
  • Demonstrated experience navigating and managing complex projects requiring engagement and consensus-building with multiple stakeholders
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


Standard Hours Per Week




Hourly or Semi-monthly Pay Rate/Range


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Application Procedure

Application Procedure

Application Procedure

Required Procedures:

1. 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. Important: Please upload any unofficial transcript(s) and/or documentation that verifies any education, experience, and/or training you have received.
  • 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.
2. 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.

3. Please monitor your e-mail for further information regarding your application. Emails will be generated from and . Please add these emails to your address book to ensure timely delivery of any future communication.

4. Illinois residency required within 180 days of the hire date.

Credentials Assessment Examination:
  • The examination for this position 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.). Applicants are required to upload documentation to verify the minimum qualifications for this position has been met.
  • Required documentation noted in the posting, such as a driver’s license, licensures, or certifications MUST be uploaded with your application materials.
  • 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.
Additional Details:
  • Click on Program Assistant 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.
  • 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.
  • Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.
Special Instructions

Quick Link to Applicant

Is Background Check Required?


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

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 .

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

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Are you currently a citizen or resident of the State of Illinois?
    • Yes
    • No
  2. * What is the highest level of education attained?
    • GED
    • High School Diploma
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • PHD
  3. * Have you attached all transcripts to support the degrees you are submitting for consideration?
    • Yes
    • No
  4. * How many years of experience do you have in this type of position?
    • 0-1
    • 1-3
    • 3-5
    • 5-7
    • 7+
  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. * 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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