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Administrative Assistant

Northern Illinois University (NIU)
DeKalb, IL

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

Position Title:

Administrative Assistant

Position Number:


Working Position Title:

Administrative Assistant

Posting Type:

Civil Service






Development Operations

Primary Function:

This position provides confidential administrative support for Directors and Executive Directors in the Division of University Advancement in key administrative areas. This position server as backup support for other administrative personnel as necessary.

Duties and Responsibilities (generally):

This position is responsible for the administrative support of the Vice President’s suite and Gift Planning team including: planning, execution and follow-up of all meetings; maintaining and updating binders and materials; handling correspondence, emails and phones; ordering departmental supplies; monitoring assigned budgets; processing reimbursements and check requests; facilitating timely communication of major issues or concerns that may arise; coordinating the timely communication of requests, issues, problems, and other action items to the appropriate individual(s); cross-covering other administrative positions in the Division; and, acting as point person for inquiries and requests for information from university personnel, donors, and outside entities.

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 degree equals one (1) year (12 months).- 90 semester hours equals two (2) years (24 months)- 120 semester hours or a Bachelor 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.

*As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above.

Specialty Factors (Additional Required Qualifications):

1. Demonstrated professional work experience providing executive support (Executive Director level or equivalent).2. Demonstrated professional work experience at a major university-related Alumni Association or similar nonprofit organization. 3. Demonstrated professional work experience managing projects. 4. Demonstrated professional work experience with Human Resources administrative support with, including data entry, writing job descriptions, and entering payroll.

Education and Experience Preferred:

• Bachelor’s Degree Preferred
• Five years administratively supporting Director-level roles.

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

  1. Deep, personal commitment to diversity in all forms, the recognition of all individuals to mutual respect, and the acceptance of others without biases. Demonstrable commitment to leading by example, modeling diversity, equity and inclusion throughout the university.
  2. Demonstrably strong work ethic and entrepreneurial mentality. A high-level of integrity, focus and commitment to achieve ambitious goals is essential.
  3. Knowledge of administrative and clerical 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.

Working Hours:

8:00-4:30 M-F

Minimum Pay Rate (Hourly or Monthly):


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:


Closing 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 [email protected] and [email protected]. 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:

As part of your application materials, please include:

  • Resume/CV
  • Cover Letter speaking to your experience related to the position
  • Finalists will be required to provide three letters of reference.

Link to Department Homepage:

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. There is a high level of desk related duties, including heavy keyboarding, phone use, heavy filing duties. The employee frequently is required to stand for long periods of time; walk; use fingers and hands to feel, grasp, operate or handle objects, tools, or controls; and reach with hands and arms. Must be able to lift and carry 20 lbs regularly.

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
[email protected]

Is Background Check Required:


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 [email protected].

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 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 or by contacting the Environmental Health and Safety Department at 815-753-0404 to receive a hard copy.

Quick Link:


Northern Illinois University is a comprehensive research university offering programs from the baccalaureate through the doctorate. Colleges include business, education, engineering and engineering technology, law, liberal arts and sciences, health and human sciences, and visual and performing arts. On-campus enrollment is approximately 18,000 students. The university also offers more than 200 extension courses each semester to students in communities throughout northern Illinois.

The main campus is located in DeKalb, 65 miles west of Chicago's "Loop" and 40 miles southeast of Rockford. In addition to the main campus, NIU has three education centers in Hoffman Estates, Rockford, and Naperville. DeKalb/Sycamore, with a population of about 50,000, is a modern paradox, a rural/urban community. It is simultaneously recognized for its manufacturing and rich farmlands. The site of the first manufacture of barbed wire and the development of hybrid seed corn are evidence of its diversified history. The blend of industry and agriculture, coupled with the cultural and recreational facilities of the university and supplemented by easy access to Chicago and Rockford, provide an enjoyable environment in which to live.

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