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Administrative Aide

Employer
Northern Illinois University
Location
Illinois, United States
Salary
Salary Not Specified
Posted date
Oct 18, 2021

View more

Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Deans
Employment Level
Administrative
Employment Type
Full Time
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Primary Function

The individual in this position reports to the Associate Dean of Academic Affairs. This individual functions as an agent of the Dean of the College of Health and Human Sciences, represents the College of Health and Human Sciences, and is authorized to act on behalf of the Dean, the College, and the Associate Deans in conducting business within and outside of the University. The person in this position represents the College and its units and meetings related to the specialized area of responsibility. The person in this position is responsible for being the primary administrative contact developing agreements for clinical affairs. The individual in this position must possess strong organizational skills, be able to anticipate, identify, and resolve problems as they occur, and prioritize responsibilities in order to adhere to many deadlines.
Duties and Responsibilities (generally)

Duties and Responsibilities (Generally):
Contract Management
  • Functions as primary manager of contracts established and maintained for the College of Health and Human Sciences and healthcare with facilities throughout the country. Prepares contracts on behalf of the Dean of the College and facilitates across campus contracts as needed including working with the Office of Legal Affairs to seek input and approval as needed. Establishes new and maintains existing relations, develops strong communications plans with and manages contracts for the College of Health and Human Sciences and healthcare facilities as needed for student placement in clinical educational experiences.
  • Provides accurate information related to the partnerships for reports when requested.
  • Acts and makes decisions independently within areas of responsibility.
  • First point of contact for employees of current and prospective clinical sites nationwide. Corresponds and communicates effectively with those sites on behalf of the Dean and the College on a daily basis. Make recommendations, give information and input to Dean, Chairs, and coordinators in regard to affiliation agreements and legal compliance.
  • Represents the College and the Dean in meetings with internal faculty and staff in addition to representing the College in meetings and conferences. Regularly meets with and advises faculty and staff from other Schools within CHHS to review regulation and compliance for CHHS affiliation agreements and requirements for clinical settings. Represents the Dean and College in daily dealings with University Legal, Risk Management, and Health Services. Represents the Dean and the College in dealings with other Colleges within NIU as point of first contact for affiliation agreements.
  • Acts and makes decisions independently within areas of responsibility. Represent the College and the Dean in meetings with external units who represent healthcare facilities throughout the country. Acts as an agent of the College and the Dean for site visits and/or meeting with representatives from healthcare facilities who visit campus to establish or expand an affiliation agreement.
  • Reviews correspondence and responds independently within area of responsibility. Liaison between faculty and staff to establish affiliation agreements in addition to managing clinical requirements. Make recommendations, give information and input to Dean, Chairs, and coordinators in regards to affiliation agreements and legal compliance.
  • Assists with the process of graduate tuition waivers for facilities that support CHHS students’ clinical education experiences.




Student Compliance
  • Verify student compliance with site health requirements and oversee the dissemination of this information to outside internship sites, health agencies, the University community including Health Services, and program coordinators.
  • Monitors, records, and maintains files, records, and databases while adhering to strict HIPAA and FERPA guidelines.
  • Works with program coordinators and external professionals to streamline the acceptability of submitted clinical and special requirements.
  • Works closely with the Associate Dean for Academic Affairs and the program coordinators to establish policy regarding clinical requirements that meet the requirements in the affiliation agreements.
  • Establishes and maintain procedures and databases for secure storage and appropriate release of information to sites.
  • Independently responds to internal and external units including program coordinators and Chairs in response to student clinical compliance.
  • Acts as liaison between the students and the programs. Point of contact the students when their requirements do not meet the criteria of the program. This position must have the ability to determine acceptability of submitted documents and use judgment when answering student questions.
  • Monitors and makes recommendations to the coordinators, the Chairs, Associate Deans, and the Dean on trends in clinical compliance of our students.
  • Acts as liaison person for the college for students in need of drug screens and criminal background checks for clinical placement. Keeps files and information in strictest confidence. Prepares files for correspondence from Associate Dean when necessary. Coordinate the flow of information submitted by various programs and units within the College.
  • Acts as liaison of the College with faculty and staff in various Schools within the College to develop, streamline, and maintain the databases of clinical requirements while utilizing the highest degree of confidentiality and discretion.
  • Maintains records of correspondence with Illinois State Police regarding Criminal Background Checks.
  • Daily ongoing interaction with outsourced vendor for clinical requirements. Ongoing training and resource liaison between the outsourced vendor and faculty coordinators.
  • Acts as point person for Associate Dean for Academic Affairs and internal faculty and external units. Provide input and make recommendations to the Associate Deans and the Dean regarding program policies.


Data management
  • Researches and reports information which requires evaluation of data trends, application of regulations, and adherence to appropriate procedures.
  • Works closely with the Associate Dean for Academic Affairs to prepare summary reports containing college data as needed to external and internal agencies as requested by the Dean, including reports for College Senate and staff on student progress in college-level academic programs.
  • Monitors enrollment numbers for courses offered within the College of Health and Human Sciences and assists with strategies for recruitment and retention of students.
  • Works closely with the Associate Dean for Academic Affairs to support enrollments initiatives.


Student data management
  • Researches and report information which requires evaluation of data trends, application of regulations, and adherence to appropriate procedures.
  • Works closely with the Associate Dean for Academic Affairs to prepare summary reports containing college data as needed to external and internal agencies as requested by the Dean, including reports for College Senate and staff on student progress in college-level academic programs.
  • Monitors enrollment numbers for courses offered within the College of Health and Human Sciences and assists with strategies for recruitment and retention of students.
  • Works closely with the Associate Dean for Academic Affairs to support enrollments initiatives.
  • Prepares summary reports containing college data as needed to external and internal agencies as requested by the Dean. Collection of information and correspondence for program accreditation with faculty and the Associate Dean. Report to College Senate and staff on student progress in college-level academic programs.
  • Monitors enrollment numbers for courses offered within the College of Health and Human Sciences to ensure they are filled to minimum capacity for the upcoming semester. Monitor meeting dates and times for proposed course offerings within the College of Health and Human Sciences for the upcoming semester.


College Office Support
  • Serves as a resource to others in the college who need information. Sends emails and correspondence under the Associate Dean’s signature.
  • Initiates and coordinates front office support for the College of Health and Human Sciences. Provide back-up coverage for other staff in the office, particularly reception and information requests in times of heavy traffic and staff absences. Go to resource person for internal faculty including office staff, instructors, coordinators, Chairs within the College of Health and Human Sciences and for other departments throughout NIU, in addition to being the go to resource person for external units. This includes answering questions, problem resolution, explanation and justification of policy and procedure on behalf of the Associate Dean in the scope of job description.
  • Functions as liaison for the Associate Dean. Coordinate and supervise staff in filing documents related to clinical requirements and purging files of graduated or dismissed students’ files to be kept in secure location.
  • Assists in the updating of College Office Procedures. Participates in interview and selection process of new office staff. Offers input and recommendations to Associate Dean in the selection of new staff. Offers input on civil-service personnel who are being evaluated during their probationary period. Training of new staff as needed, including Civil Service, Grad assistants, and student workers. Acts as an ongoing resource for questions and work assignments as the workers need for constant supervision wanes.
  • Assigns projects as needed, according to ability. Provides instruction to these employees for completing new tasks. Follows through with checking the work for accuracy and completion. Follow-up with student and prospective student contacts (correspondence, telephone messages and/or walk-in requests) to clarify information and provide detailed response. Set appointments and/or direct inquiry to appropriate campus office. Knowledge of programs, college, and University policies are essential. Maintain calendar for advisors and Associate Dean. Schedule appointments, screen calls, direct callers and walk in students and prospective students with the appropriate advisor. Arrange appointments with college administrators, students, and other individuals who wish to meet with the Associate Dean. Provides input, and makes suggestions for follow up when response must come from the Associate Dean.
  • Other duties as anticipated or requested.

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 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

Specialty Factors (Additional Required Qualifications)

Education and Experience Preferred

The individual in this position must possess strong organizational skills, be able to anticipate, identify, and resolve problems as they occur, and prioritize responsibilities in order to adhere to many deadlines.
The person in this position must be able to work independently and always maintain the highest level of professionalism.
List the knowledge, skills, and abilities critical to the performance of this position.

This person must demonstrate the highest level of competency in office procedures and good communication skills; manage multiple priorities and tasks while maintaining confidentiality and discretion and representing the college office with integrity.

The ability to work cooperatively as well as independently with a high level of accuracy and professionalism when interacting with university and non-university individuals is required.

Must be able to analyze special situations, gather and analyze facts and data trends, to support recommendations for process improvements to strategic goals for the college while evaluating the public relations implications.

Must demonstrate an in-depth knowledge of university and college operations, policies and procedures as well as the operations of external units. This individual must thoroughly understand the procedures and acceptability of the health requirements and legal affiliations put in place by the various clinical programs and external sites.

This often requires extensive telephone and/or email correspondence in follow up.

Must possess exceptional word-processing skills; knowledge of Microsoft Office Suite.
Working Hours
M-F, 8-4:30 - Nights and weekends as needed
Minimum Pay Rate (Hourly or Monthly)
$15.16/hour
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
10/18/2021
Closing Date
11/02/2021
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.


  • 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 Aide for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.




  • 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
http://www.chhs.niu.edu/index.shtml
Physical Demands

Individual must be able to work at a computer station for long periods of time.
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/59839
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. * 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 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 do you possess?
    • 0-1 years
    • 1-2 years
    • 2-3 years
    • 3-4 years
    • 4-5 years
    • 5+ years
  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)

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. Transcripts #2 (unofficial with official required at hire)
  4. Transcripts #3 (unofficial with official required at hire)
  5. Other


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