Description

Position Information

Posting Detail Information

Working Position Title
Administrative Aide (3147)

Classification Title
Administrative Aide

Position Number
00003147

Open Date
09/27/2023

Close Date
10/11/2023

Priority Review Date

Business Unit Description
Civil Service with Status

Full-Time/Part Time
Full-Time

FTE
1.00

Position Status
Regular

FLSA
Non-Exempt

Job code
0058

Union Representation
Union

Union Code
AFC - AFSCME C, Local #1890

Unit/Department
College of LA&S

College/Unit
College of LA&S Dean

Division
Academic Division

Location
ZH 312

Link to Department Website or Custom Search Page
https://www.niu.edu/clas/

Position Summary, Requirements, and Qualifications

Position Summary, Requirements, and Qualifications

Overview

With 18 departments and 5 centers spanning the humanities, social sciences and natural sciences, the College of Liberal Arts and Sciences is the largest of NIU's six undergraduate colleges. By the nature of our mission, we touch virtually every student to the university, regardless of their major, through the wide array of general education courses housed within our departments.

Position Summary

The person in this position will provide administrative support to the Associate Dean, Director of Budget and Financial Operations and Departments in CLAS in all matters related to employment of Faculty and SPS employees. In addition, this person provides support to the Associate Deans and Director of Budget and Financial Operations, 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 implements university policy while maintaining, reviewing, analyzing, and processing data.

Essential Duties and Responsibilities

Human Resources oversight

• 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 Northern Illinois University Academic Policies and Procedures 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.

Staffing and Budget

• Monitors and updates balances in instructional staff and summer instructional budgets for the College of Liberal Arts and Science. Ensuring that university College and Union polices regarding salaries are followed. Consult with the Associate Dean and Director of Budget and Financial Operations regarding any issues or concerns with the budget and expenditures for instructional and summer staffing.
• Reconciles instructional staff expenses verifying that actual expenses agree to budget and submitted hiring paperwork.

Administrative Support

• Exercises 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.
• Supports the general administration of the College office, including office coverage and back up for vacant positions or assisting other staff as needed.
• Other duties as assigned.

Data Recording and Reporting

• Oversees the upkeep and maintenance of numerous databases, including the college's personnel database (used to track all faculty, instructor and SPS personnel information), the college's salary study database (used to track all professorial faculty member's salary, rank and merit/award information from the point of initial hire to separation from NIU ), the instructional staffing expenditures database, and the college's UPI Instructor rosters.
• Researches, compiles, and manages reports as needed or requested. Collects, complies and analysis data related to hiring and employment trends in the college.

Hiring Processes

• Implements necessary steps to effectually accomplish all faculty and Supportive Professional Staff ( SPS ) hiring and promotional processes in the college. Including but not limited to:
  • Generating and processing hiring paperwork for summer school and Study Abroad/Field School programs
  • Maintaining, and coordinating updates of SPS job descriptions
  • Coordinating searches for SPS positions in the college office
  • Coordinating the annual evaluation process for professorial faculty and SPS through configuration and maintenance of merit spreadsheets for all CLAS departments.
  • College liaison for questions regarding the evaluation process.

Training and Presenting

• Serves as college-to-department liaison. Enforces operating guidelines and coordinates personnel-related hiring policies and procedures.
• Prepares and/or presents materials for meetings and presentations held by the Dean's office.
• Assists in planning and coordinating meetings and workshops held by the Dean's office.
• Provides training on personnel-related matters to department chairs/division directors and/or departmental support staff both informally and at college-supported training session
• Presents training on procedures and pertinent procedural updates at CLAS training workshops.
• Creates, maintains, and updates procedure manuals for position and other CLAS office staff for completing the tasks associated with Academic Administration for the college.

Personnel

• 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.

Minimum Required Qualifications (Civil Service)

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

Knowledge, Skills, and Abilities (KSAs) (Civil Service)

1. Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
2. Computer Skills - Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information
• Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning ( ERP ), Word Processing, Spreadsheet softwar
3. Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork
4. Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant source
5. Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
6. Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail
7. Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
8. Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic for
9. Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances
10. Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or ora
11. Oral Expression - The ability to communicate information and ideas verbally so others will understa
12. Written Expression - The ability to communicate information and ideas in writing so others will understand.

Specialty Factors (Civil Service)

N/A

Preferred Qualifications (Civil Service)

• 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

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements

N/A

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date
November 1, 2023

Anticipated Appointment End Date

Percent of Staff Year
1.00

Standard Hours Per Week
37.50

Salary
$34,710.00 - $37,050.00/annual

Hourly or Semi-monthly Pay Rate/Range
$17.80-$19.00/hourly

Earn Type
Hourly

Application Procedure

Application Procedure

Application Procedure

Application Procedures:

1. 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. Important: Please upload any unofficial transcript(s) and/or documentation that verifies any education, experience, and/or training you have received.
   • If eligible for Veteran's Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application to receive the maximum eligible points on the Civil Service examination.
2. 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 position. 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.
3. 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.
4. Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.

Credentials Assessment Examination:

• The examination for this position is a Credentials Assessment and is based on your application materials as submitted for this posting. A Credential Assessment is a rating by the Human Resources Office of an applicant's/employee's education, experience, and special credentials/qualifications (licenses, etc.). Applicants are required to upload documentation to verify the minimum qualifications for this position has been met.
• Required documentation noted in the posting, such as a driver's license, licensures, or certifications MUST be uploaded with your application materials.
• After assessment of all qualified applicants has been completed for this position, the names with the top three (3) scores will be referred to the hiring department for interview.

Additional Details:

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

Special Instructions

Quick Link to Applicant
https://employment.niu.edu/postings/74120

Is Background Check Required?
Yes

EEO Statement Summary

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

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.

Applicant Documents

Required Documents

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

Optional Documents

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

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 résumé. ("See Résumé" is not an acceptable response.)
   (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 résumé. ("See Résumé" is not an acceptable response)
   (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 résumé. ("See Résumé" is not an acceptable response)
    (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 résumé. ("See Résumé" is not an acceptable response)
    (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 résumé. ("See Résumé" is not an acceptable response)
    (Open Ended Question)
15. Please mark all the completed degrees which you hold. Please remember to upload your unofficial transcript for all that have been marked.
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree or higher
16. * How many years of experience do you have in this type of position?
    • 0-1
    • 1-3
    • 3-5
    • 5-7
    • 7+
17. * Are you currently a citizen or resident of the State of Illinois?
    • Yes
    • No
18. * 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