HomeIllinoisAdministrative Assistant
Northern Illinois University

DeKalb, IL

Administrative Assistant

LocationDeKalb, Illinois, 60115
Employment TypeContractor
Date Posted2022-06-13
Direct Apply
Yes
Valid Through2023-05-09

Job Description:

Position Summary

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.

Essential Duties and Responsibilities

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 (Civil Service)

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER
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 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.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)
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 software
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 sources.
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 form.
9. Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
10. Written and Oral Comprehension — The ability to read and listen/understand information and ideas presented in writing or orally.
11. Oral Expression — The ability to communicate information and ideas verbally so others will understand.
12. Written Expression — The ability to communicate information and ideas in writing so others will understand.

Additional Requirements (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 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 (Civil Service)

Preferred Qualifications (Civil Service)

  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 equivalent nonprofit organization.
  3. Demonstrated professional work experience managing projects.
  4. Bachelor’s Degree Preferred
  5. Five years administratively supporting Director-level roles.



Minimum Required Qualifications (SPS)

Additional Requirements (SPS)

Preferred Qualifications (SPS)

Physical demands/requirements

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.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard hours

37.50

Hourly Rate or Semi-monthly Pay Rate

Hiring Rate/Range

$22.05-$23.08/hour ($42,997.50 - $45,006.00 annualized)

Earn Type

H

Application Procedure

Application Procedure

Application Procedure

Special Instructions

Quick Link to Applicant

https://employment.niu.edu/postings/64063

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
***** *****

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 *****/a> .

Safety Information

Applicant Documents
Required Documents
  1. Cover Letter
  2. Resume/Curriculum Vitae
  3. List of at least 3 References
Optional Documents
  1. Transcripts (unofficial with official required at hire)
  2. Transcripts #2 (unofficial with official required at hire)
  3. Transcripts #3 (unofficial with official required at hire)
  4. 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 advising and providing executive support to an executive/administrator on various administrative matters; maintaining an encompassing, organized overview of significant University and departmental responsibilities and deadlines; developing, designing, 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 drafting multi-source communications/reports for an executive/administrator, expenditure reports, etc.; investigating, planning, organizing, and interpreting/analyzing various sources of information in support of administrative reports and departmental business operations. 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 various constituencies or between different groups within a department; representing a department; representing a department or an executive/administrator by sitting on various committees; planning and implementing special events (such as departmental and university-wide presentations/ceremonies). 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 overseeing/supervising personnel transactions, searches, and employment and/or other processes or programs; evaluating staffing needs and insuring that the personnel needs of a department are being met; supervising staff, student workers, and extra help. 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 acting as a representative and managing departmental budget activities (e.g., preparing budget projects for the fiscal year, planning distributions, approving and maintaining accounts, approving budget transfers and conducting budget reconciliations); maintaining an itemized record of expenditures, preparing expenditure reports and monitoring and tracking fiscal year project allocations. 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 managing confidential information including maintaining personnel records and institutional, historical, and other documents. 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. * What is the highest level of education that you have earned?
    • High School/GED
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • Doctoral Degree
  14. * Have you attached all transcripts to support the degrees you are submitting for consideration?
    • Yes
    • No
  15. * Are you currently a citizen or resident of the State of Illinois?
    • Yes
    • No
  16. * 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


Job ID: 3830283004341186531

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