Position Title:

Administrative Aide

Position Number:

00003147

Working Position Title:

Administrative Aide (EXTENDED)

Posting Type:

Civil Service

FTE:

1.00

Representation:

Union

Department:

College of LA&S

Primary Function:

The person in this position will provide administrative support to the Associate Dean, Business Administrative Associate and Departments in CLAS in all matters related to employment of Faculty and SPS employees. As well as provides support to the Associate Deans and Business Administrative Associate, in carrying out the duties associated with their respective lines of responsibility as they relate to the oversight and coordination of personnel policies and procedures. The person in this position interprets, advises on and independently implements university policy while maintaining, reviewing, analyzing, and processing data.

Duties and Responsibilities (generally):

The primary functions of this position include:

• Coordinates, generates, reviews, and monitors all faculty, instructors and SPS personnel-related paperwork with regard to fiscal viability and account accuracy. Assure strict adherence to Academic Policies and Procedures Manual (APPM) guiding principles before approving paperwork. Assures strict adherence to Human resource policies and procedures, UFA and UPI union rules related to hiring and offering over load courses.
• Responsible for Initiating, analyzing and implementing a variety of personnel-related actions including recruitment, classification and compensation, employment processes, policies, and procedures and union contracts.
• Serves as college-to-department liaison. Enforces operating guidelines and coordinates personnel-related hiring policies and procedures. Provides training on personnel-related matters. Prepare and present materials for meetings and presentations
• Implements necessary steps to effectually accomplish all faculty and Supportive Professional Staff (SPS) hiring and promotional processes in the college .
• Oversees the upkeep and maintenance of numerous databases, including the college’s personnel database. Researches, compiles, and manages reports as needed or requested. Collects, complies and analysis data related to hiring and employment trends in the college.
• Exercise judgement and takes initiative prioritizing and coordinating incoming communications related to personnel, preparing and providing responses or routing requests to appropriate party for response.
• Assists the Associate Dean in enforcing policies and procedures, meeting with department Chairs/Directors and Office managers as needed to discuss issues related to hiring and position description changes.
• Monitor and update personnel budgets for the College of Liberal Arts and Science. Insuring that policies are followed.

Support the general administration of the College office, including covering vacant positions or assisting other staff as needed.

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 a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Education and Experience Preferred:

Advanced Excel Skills including experience with formulas, hyperlinks and pivot tables
Experience creating and maintaining Databases
Excellent communication and writing skills
Experience with hiring and human resource processes

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

Advanced Excel Skills including experience with formulas, hyperlinks and pivot tables
Experience creating and maintaining Databases
Excellent communication and writing skills

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:

10/19/2021

Closing Date:

01/03/2022

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.

• 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:

As part of your application materials, please include:

• Resume
• Cover Letter
• List of references
• A writing sample discussing what about this position interests you

Link to Department Homepage:

https://www.niu.edu/clas/

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/59843