Administrative Aide

Primary Function

This position implements orientation and transitional support for new students and families. The Administrative Aide will work under direct supervision of the Director OFP and assist in the supervision of student interns. This position requires the ability to work effectively with students, staff and the public; work independently and exercise judgment in order to be able to analyze and investigate a variety of questions or problems; and have extensive knowledge of secretarial and general office practices and procedures

Duties and Responsibilities (generally)

Position Duties

• Direct the processing of orientation reservations using a FileMaker Pro database, SLATE and MyNIU (PeopleSoft).
• Assist in determining departmental policies and procedures for managing fees, deferrals refunds, and course registration/drops/withdrawals for UNIV 101/201.
• Supervise staff, student workers, and extra help by evaluating staffing needs and ensuring that the personnel needs of a department are being met; oversees personnel transactions and hiring/searches; provide approval and submission of time cards and annual performance appraisals, etc.
• Serve as a resource and liaison for OFP, providing authoritative information, assistance, and advice to departments, various constituencies, and individuals at all levels (including national, state, regional, community, and campus levels).
• Acts as a representative for departments and/or executives/administrators, as requested, which includes sitting on various committees and/or attending professional conferences.
• Answers inquiries and resolves problems which require interpretation, explanation and justification of administrative and programmatic policies and procedures
• Manage budget activities (e.g., prepares budget projections for the fiscal year, plans distributions, approves and maintains accounts, approves budget transfers and conducts budget reconciliations); maintains an itemized recording of expenditures, prepares expenditure reports and monitors and tracks fiscal year project allocations.
• Prepare biannual reports on orientation and family event programming, indicating impact on yield and retention efforts
• Performs other related 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 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

Associate’s degree preferred.

List the knowledge, skills, and abilities critical to the performance of this position.

· Strong oral and written communication skills.
· Commitment to diversity and inclusion.
· Ability to work evening hours when required.
· Excellent organization skills and the ability to be flexible in changing environments.

Working Hours

8:00-4:30 Mon-Fri, some weekends

Minimum Pay Rate (Hourly or Monthly)

$17.89-$20.52/hourly ($34,885.50-$40,014.00 annualized)

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

05/26/2022

Closing Date

06/01/2022

Priority Review Date

Special Instructions for Applicants

Application Procedures

Link to Department Homepage

https://www.niu.edu/orientation/

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 and Equal Opportunity ( AAEO ) at ada@niu.edu .

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.

Quick Link

https://employment.niu.edu/postings/63605

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. Select the answer that best describes your work experience providing support to administrators on various administrative/organizational matters; maintaining an overview of departmental responsibilities and deadlines; updating 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.
2. 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)
   
   
3. Select the answer that best describes your work experience finalizing communications and documents for executives/administrators (reviewing for appropriate spelling, punctuation, syntax, formats and modifying document as needed); drafting communications for an administrator and developing and distributing as directed. 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.
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 résumé. (“See Résumé” is not an acceptable response.)
   
   (Open Ended Question)
   
   
5. Select the answer that best describes your work experience serving as a liaison between departments and other constituencies and/or between different groups within a department (e.g., between a director and departmental faculty); providing information, assistance, and advice to various constituencies and individuals. 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.
6. 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)
   
   
7. Select the answer that best describes your work experience managing and controlling confidential documents including personnel records, institutional and historical documents, etc. 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.
8. 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)
   
   
9. Select the answer that best describes your work experience assisting in planning various aspects of special projects and essential programs, including complex scheduling for meetings/events, coordinating administrators' schedules (i.e., prioritizing and managing schedules, appointments, meetings and related activities); inviting and notifying participants. 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.
10. 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)
    
    
11. Select the answer that best describes your work experience assisting in developing job descriptions for unit staff positions and overseeing personnel transactions, searches, and employment; supervising student workers, extra-help, and other employees including assigning work, overseeing the training of new staff, and processing appointment documentation. 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.
12. 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)
    
    
13. Select the answer that best describes your work experience assisting with the creation and establishment of departmental accounts, conducting transfers within various accounts and responsibility for the fiscal management of the unit or a department's budget; maintaining an itemized record of expenditures. 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.
14. 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)
    
    
15. 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

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)