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Program Assistant for Transfer Programming (2945) EXTENDED

Position Summary

The Program Assistant for Transfer Programming within Orientation and First Year Programs is responsible for transfer initiatives within the following programs: Week of Welcome ( WOW ), First Year Success Series ( FYSS ), T2T Mentoring, and Orientation.

Essential Duties and Responsibilities

Administrative Work (30%)
  • Serve as a liaison to the office of undergraduate admissions for topics relating to the transfer experience.
  • 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 programs 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, and assist with transfer student initiatives.
  • Assist with university assessment of transfer mentor programs and provide guidance for continuous improvement.
  • Monitor logistical aspects (Excel database, communication distribution, etc.) of the Transfer2Transfer Mentoring programs.
  • 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 in relation to transfer student needs and experiences.
  • Collaborate with appropriate University partners to update marketing materials and communications (printed, electronic, etc.) related to transfer student initiatives supported by the department.
  • Assist with scheduling, assigning, reviewing and/or providing recommendations regarding professional and student work within position duties and responsibilities.
  • Assist with hiring, training, supervising, and supporting all volunteers for programming and initiatives related to position duties and responsibilities.
Programming (20%)
  • Responsible for coordinating transfer programs including the First-Year Success Series and other identified retention programs.
  • Assist with the coordination of transfer events part of orientation, Week of Welcome, Pre-Orientation Programming, Family Orientation including managing logistics, content, and communication.
Marketing (10%)
  • Collaborate with appropriate University partners to update marketing materials (printed, electronic, etc.) related to position duties and responsibilities.
Other Duties as Assigned (10%)
  • Assist with other details related to orientation and first year programs as needed.
Minimum Required Qualifications (Civil Service)

Bachelor’s degree.
One year of professional experience in the field of orientation, transition, or retention.

Knowledge, Skills, and Abilities (KSAs) (Civil Service)

Classification-Specific KSAs
  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

Position-Specific KSAs
  1. Knowledge of the needs of first-year and transfer students on a large, diverse, public university campus.
  2. Attention to detail
  3. Knowledge of the Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook as well as of social media applications including Facebook, Twitter, YouTube, LinkedIn, Instagram, and emerging social media platforms.
  4. Ability to prioritize and handle multiple tasks in a single day.
  5. Ability to be flexible and adaptable to change.
  6. Ability to work with a diverse and multicultural team.

Specialty Factors (Civil Service)


Preferred Qualifications (Civil Service)
  • A 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.
  • Experience with PeopleSoft and Blackboard preferred.
  • Experience with or fluency with the Spanish language preferred, but not required.
Minimum Required Qualifications (SPS)


Additional Requirements (SPS)


Preferred Qualifications (SPS)


Physical demands/requirements

This position requires occasional lifting of office supplies, training materials and computer equipment. Frequent travel between campus building and across campus facilities is required and may require occasional out of district travel.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date


Anticipated Appointment End Date

Percent of Staff Year


Standard Hours Per Week


Working Hours

8:00 AM- 4:30 PM M-F some evening and weekend possible


$42,000-46,500 annually

Hourly or Semi-monthly Pay Rate/Range

$21.54-$23.85 per hour

Earn Type


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.
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 Security and Fire Safety Report Contact the Ethics and Compliance Office at 815-753-9364 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 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. * 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 resume.

    (Open Ended Question)

  4. * What is the highest level of education attained?
    • GED
    • High School Diploma
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • PHD
  5. * Have you attached all transcripts to support the degrees you are submitting for consideration?
    • Yes
    • No
  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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