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Office Administrator (2307)

Position Summary

This position assists the Assistant Director for Research Compliance, Integrity, and Safety with Institutional Review Board ( IRB ) administration, which provides oversight of research involving human subjects and with the Institutional Animal Care and Use Committee ( IACUC ) administration responsible for research involving the use of live vertebrate animals. They will work with the Laboratory Safety Specialist on the Institutional Biosafety Committee ( IBC ) and Laboratory Safety Committee ( LSC ) with agendas and minutes and provides general administrative support for the Office of Research Compliance, Integrity, and Safety and may assist the Office of the Vice President.

Essential Duties and Responsibilities

Administrative Assistance – 25%
  • Maintains intricate dialogs with faculty, student researchers and committee members.
  • Provides consultation services and acts as liaison to faculty, staff, students, and affiliate investigators and research staff on the application and implementation of the federal regulations, state laws, and university policies for human or animal subjects’ research.
  • Reviews applications for research projects to ensure that protocols meet regulatory and ethical standards for the protection of human or animal subjects.
  • Ensures completion and record keeping of educational training and workshops for investigators, research personnel, and others to promote institutional compliance with research regulations defined in Collaborative Institutional Training Initiative ( CITI ).
Committee Assistance – 20%
  • Schedules and attends Laboratory Safety Committee, IRB, IBC, and IACUC meetings and assists with preparing meeting agendas and recording minutes.
  • Schedules protocols categorized as Full Board to be reviewed at the IRB, IBC, and IACUC meetings.
  • Assists the office with administrative duties including procurement functions, travel reimbursements, and scheduling.
Protocol Processing – 20%
  • Processes continuations of protocols for IRB, IBC and IACUC, routing to reviewers as necessary.
  • Processes continuation approvals and final reports in InfoEd and sends approval letters to PIs.
Database Maintenance – 10%
  • Assists with maintaining protocol database for all related transactions, i.e., amendments and continuing reviews.
  • Ensures the security of confidential information.
  • Responsible for oversight and retention of official institutional records of the actions and decisions of the Institutional Review Board ( IRB ) Institutional Biosafety Committee ( IBC ) and Institutional Animal Care and Use Committee ( IACUC ) in electronic format.
Procedures and Guidelines – 10%
  • In consultation with the Assistant Director for Research Compliance, Integrity, and Safety, develops guidelines, procedures, and best practices for research compliance.
  • Develop training guide for use by principal investigators to ensure timely and accurate protocol submissions.
  • Uses independent judgment to determine appropriate processes for IRB, IBC and IACUC protocols.
  • Assists in education and training; assists in the development of institutional documents utilized by the university researchers and staff.
  • Participates in ongoing professional development in the area of research compliance, integrity and export controls to ensure the most current information and knowledge of the subject matter.
Compliance Training – 10%
  • Serves as resource to principal investigators in training and use of compliance software.
  • Proposes modifications and improvements to create efficiency and effectiveness regarding internal software.
Other Related Duties – 5%
  • Other related duties as assigned.
Minimum Required Qualifications (Civil Service)

  1. High school diploma or equivalent.
  2. Any one of the following from the categories below:

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

  1. Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
  2. Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.
  3. Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
  4. 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.
  5. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  6. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
  7. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
  8. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
  9. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
  10. Ability to understand written sentences and paragraphs in work related documents.
  11. Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
  12. Ability to apply general rules to specific problems to produce answers that make sense.
  13. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
  14. Ability to choose the right mathematical methods or formulas to solve a problem.
  15. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

Specialty Factors (Civil Service)


Preferred Qualifications (Civil Service)
  • Four year degree in any field.
  • Knowledge of IRB regulations and protocols.
  • Prior use of InfoEd.
Minimum Required Qualifications (SPS)


Additional Requirements (SPS)


Preferred Qualifications (SPS)


Physical demands/requirements
  • Position may work remote 50% of the time (details will be discussed at time of offer).
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, Monday through Friday


$37,518.00 - $39,000.00/Annually

Hourly or Semi-monthly Pay Rate/Range

$19.24 - $20.00/Hourly

Earn Type


Application Procedure

Application Procedure

Application Procedure

Application 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. Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.

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 Office Administrator for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
    • Applicants who may assume they do not meet the exact minimum qualifications are still invited to apply. Within the application documents, applicants should be sure to explain how their credentials and related qualifications address the requested minimum 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

Please submit the following:
  • Resume
  • Cover Letter
  • References
  • Unofficial Transcripts (Official due at hiring)
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, ethnicity, color, national origin, ancestry, sex, religion, age, disability (physical and mental), marital status, veteran status, sexual orientation, gender (identity and 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 Building Room 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. List of References
Optional Documents
  1. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
  2. Transcripts (unofficial with official required at hire)
  3. Other

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. * Have you attached all transcripts to support the degrees you are submitting for consideration?
    • Yes
    • No
  3. * How many years of experience do you have in this type of position?
    • 0-1
    • 1-3
    • 3-5
    • 5-7
    • 7+
  4. * 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)

  5. * Are you currently a citizen or resident of the State of Illinois?
    • 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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