Administrative Assistant

Primary Function

Position Summary
The individual in this position is a key operational support for the dean of the College of Health and Human Sciences and works under the direction of the dean. Essential functions include: management, oversight and coordination of personnel and faculty governance policies and procedures on behalf of the dean; management of highly confidential and sensitive issues; effective communication across all levels including alumni, faculty, staff, donors, university external partners and university leadership; and the ability to secure the cooperation of both colleagues and superiors. This individual must possess the ability to analyze situations and develop viable solutions.

Organizational Relationship
This position works under the administrative direction of the dean of the College of Health and Human Sciences. The position exercises considerable latitude in setting priorities and meeting deadlines. This individual works in person in the Dean’s Office and oversees the office support staff and guides departmental office support staff in their roles in the academic personnel process.

Work Responsibilities
Individual in this position must use initiative and good judgement in acting as a project coordinator, work without immediate supervision, handle multiple tasks, and plan for projects that need to be completed with overlapping deadlines. Must maintain confidentiality. Must be versatile in working with constantly evolving assignments and be able to work in an environment where constant interruptions are common.

Must have ability to collaborate and work with a wide variety of university offices and employees, administrators, faculty, students and the outside public. Must possess strong self-management skills and ability to prioritize and organize work. Must possess a sound knowledge of business correspondence and an ability to proofread the work of self (and others) with a high degree of accuracy.

Inter-Relationships
The exchange of information among the college office, its departments, and other units of the university is continual. This individual must ascertain that information is accurate so that others may have confidence in using it as a reference. Information is sent from the college to other university units such as the University Council, the Provost’s office, and the Graduate School. Excellent communication on all levels is essential.
Duties and Responsibilities (generally)

Administrative Management

- Provide oversight of operational activities of importance to the dean of the College of Health and Human Sciences. Supports recruitment, training, and guidance of office support staff.

- Make independent decisions in alignment and support of achieving college goals and objectives, thereby supporting NIU Presidential/University Goals.

- Prepare statistical reports for the dean or designee to send to internal and external constituencies including payroll support.

- Manage and organize the dean’s calendar and tasks including scheduling appointments, organizing tasks including support items when needed, and handling.

- Independently answer inquiries and resolve problems. Manage responses and respond to requests for information and act as communications liaison to internal and external offices.

- Coordinate dean’s travel arrangements for professional conference attendance including maintaining awareness of university travel policies and procedures and preparing and processing travel reimbursements.

- Research, compile, and manage information as needed to support ongoing activities of the dean. Responsibility to plan, manage, and track multiple projects within the dean’s office including maintain files and creating follow-up reports as needed. Maintain files on projects.

Business/Personnel Management

- Coordinate with the Associate Dean(s) and Dean for finalizing hiring materials and decision support. Responsible for personnel files. Communicate with Business Administrative Associate on financial matters.

- Work independently with chairs and school office administrators to assure compliance with personnel and faculty governance policies and procedures. Communicate to faculty and staff, college and university policies concerning the internal personnel process for tenure-track faculty members; coordinate, verify and organize materials for College Council; coordinate and distribute materials for the annual evaluation of the dean and associate dean.

- Prepare offer letters to faculty, instructors, and supportive professional staff employed by the college. Upon acceptance, paperwork is verified to ensure all necessary forms are included, properly completed and distributed. Assist the business administrative associate in maintaining and continuously updating college personnel database.

- Prepare reports on faculty retirements and resignations, sabbatical leaves, administrative terms for chairs and directors and inform dean of pending reviews.

- Prepare necessary search paperwork for positions reporting directly to the dean. Coordinate the search and prepare candidate itineraries in consultation with search committee chair, prepare candidate(s) travel plans, evaluation forms, and compile evaluation information into a report for the search committee. Coordinate efforts with community agency to inform candidates of opportunities and lifestyles in community.

College Communication and Management

- Communicate to chairs and faculty, policies and procedures concerning the election to university and college committees. Coordinate college faculty nominations and elections to university committees. Notify all constituencies of vacancies. Compile eligibility lists and coordinate elections. Be familiar with the rules and regulations governing university committee appointments.

- Function as administrative support for the associate deans and the director of undergraduate advising in the absence of their administrative support. Assist the director of marketing and associate director of advancement with upgrades to the CHHS digital signage, newsletter disbursal and donor relations/alumni activities.

- Schedule College Council, College Senate, College Faculty “Town” Meetings, and informal conversations with CHHS faculty/staff/students with the Dean. Ensure that agendas are set so that the business of each group is completed in time to meet related university deadlines. Record the minutes of College Council, as well as posting notes from “Town” meetings.

- Review, coordinate and disseminate to the College Council all submissions for sabbaticals, promotion and tenure, and research and artistry. Prepare materials for submission to the Provost’s office and the Division of Research and Graduate Studies.

Organizational Management

- Transcribe letters, memos, meeting minutes, administrative procedures, and other documents and requested.

- Coordinate and arrange room reservations, delivery of materials, food/refreshment orders, and calendars for scheduling CHHS meetings/events.

Alumni/Donor Relations/Scholarships

- Support for strategic planning and fundraising efforts including working with Millennium for donor gift tracking.
- Work with Financial Aid and the Scholarship office to ensure timely delivery of scholarships administered by the Dean’s office, either through MyScholarships or direct request of Financial Aid.

Other Duties as Assigned
Minimum Required Qualifications for this position

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 professional, managerial and supervisory experience that included experience in areas such as supervising staff or job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles
• Demonstrated experience utilizing various software applications, i.e., Microsoft Office Suite, and Outlook including virtual conferencing software, i.e. Microsoft Teams and/or Zoom.

Specialty Factors (Additional Required Qualifications)

Education and Experience Preferred

- The individual must be able to proofread and edit materials to ensure accuracy.
- Experience utilizing internal databases including MyNIU, Qualtrics, Millennium, and OnBase.
List the knowledge, skills, and abilities critical to the performance of this position.

Working Hours
M-F 8-4:30
Minimum Pay Rate (Hourly or Monthly)
$3,300.46/month
Hiring Rate Information

Actual hiring rate is commensurate with experience, education, and internal equity; position includes a robust benefits package to eligible applicants.

Posting Date
09/23/2021
Closing Date
10/05/2021
Priority Review Date

Special Instructions to Applicants

• 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.

• 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 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. 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. After the application deadline, the names within the top three scores will be referred to the hiring department for interview.

• Once this position has been filled, all names will be removed from the employment register in accordance with State Universities Civil Service System rule.

• 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.

• Click on Administrative Assistant for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.

• Please click 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.

Application Procedures

Link to Department Homepage
CHHS
Physical Demands

EEO Statement

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
Is Background Check Required
Yes
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, Equal Opportunity and Education ( AAEOE ) at ada@niu.edu .

Clery Act Information

NIU provides information regarding campus security, personal and fire safety, including topics such as: crime prevention, emergency response procedures and crime reporting policies, in addition to crime and fire statistics for the most recent three calendar years. The Annual Security Report containing security and safety information is available at www.safety.niu.edu/clery or by contacting the University Police Department and Public Safety Department at 815-753-9628 to receive a hard copy. The Annual Fire Safety Report is available at www.niu.edu/clery/fire_report.pdf or by contacting the Environmental Health and Safety Department at 815-753-0404 to receive a hard copy.

Quick Link
https://employment.niu.edu/postings/59472
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * 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
2. * Select the answer that best describes your work experience advising and providing executive support to an executive/administrator on various administrative matters; maintaining an encompassing, organized overview of significant University and departmental responsibilities and deadlines; developing, designing, 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.
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 résumé. (“See Résumé” is not an acceptable response.)
   
   (Open Ended Question)
   
   
4. * Select the answer that best describes your work experience drafting multi-source communications/reports for an executive/administrator, expenditure reports, etc.; investigating, planning, organizing, and interpreting/analyzing various sources of information in support of administrative reports and departmental business operations. 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. * 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 résumé. (“See Résumé” is not an acceptable response.)
   
   (Open Ended Question)
   
   
6. * Select the answer that best describes your work experience serving as a liaison between departments and various constituencies or between different groups within a department; representing a department; representing a department or an executive/administrator by sitting on various committees; planning and implementing special events (such as departmental and university-wide presentations/ceremonies). 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.
7. * 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 résumé. (“See Résumé” is not an acceptable response)
   
   (Open Ended Question)
   
   
8. * Select the answer that best describes your work experience overseeing/supervising personnel transactions, searches, and employment and/or other processes or programs; evaluating staffing needs and insuring that the personnel needs of a department are being met; supervising staff, student workers, and extra help. 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.
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 résumé. (“See Résumé” is not an acceptable response)
   
   (Open Ended Question)
   
   
10. * Select the answer that best describes your work experience acting as a representative and managing departmental budget activities (e.g., preparing budget projects for the fiscal year, planning distributions, approving and maintaining accounts, approving budget transfers and conducting budget reconciliations); maintaining an itemized record of expenditures, preparing expenditure reports and monitoring and tracking fiscal year project allocations. 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. * 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 résumé. (“See Résumé” is not an acceptable response)
    
    (Open Ended Question)
    
    
12. * Select the answer that best describes your work experience managing confidential information including maintaining personnel records and institutional, historical, and other documents. 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.
13. * 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 résumé. (“See Résumé” is not an acceptable response)
    
    (Open Ended Question)
    
    
14. * Please describe experience utilizing various software applications, i.e., Microsoft Office Suite, and Outlook including virtual conferencing software, i.e. Microsoft Teams and/or Zoom.
    
    (Open Ended Question)
    
    

Applicant Documents
Required Documents

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

Optional Documents

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