Administrative Assistant for Skill Advancement Program (4014) [REPOST]

Position Information

Posting Detail Information

Working Position Title Administrative Assistant for Skill Advancement Program (4014) [REPOST] Classification Administrative Assistant Position Number 00004014 Open Date 09/25/2026 Close Date 10/08/2026 Priority Review Date Employee Class Staff Full-Time/Part Time Full-Time FTE 1.00 Position Status Regular FLSA Exempt Job code 0171 Union Representation Union Union Code AFC - AFSCME C, Local #1890 Unit/Department Psychology College/Unit College of LA&S Dean Division Academic Division Location PM 409 Link to Department Website or Custom Search Page https://www.niu.edu/clas/psychology/index.shtml

Position Summary, Requirements, and Qualifications

Position Summary, Requirements, and Qualifications

Overview

Northern Illinois University is a world-class, research-focused public institution that attracts students from across Illinois, the country and the world. NIU's vision is to be an engine for innovation to advance social mobility; promote personal, professional and intellectual growth; and transform the world through research, artistry, teaching and outreach. Our mission is to empower students through educational excellence and experiential learning as we pursue knowledge, share our research and artistry, and engage communities for the benefit of the region, state, nation and world.

Position Summary

This position requires knowledge of an advanced type in the field of computer science, and requires the consistent exercise of discretion and judgment in interacting with faculty, staff, academic administrators, and network administrators.

Essential Duties and Responsibilities

Travel Administration

• Prepare employee reimbursement requests for travel and other approved business expenses.
• Monitor and maintain records of travel expenditures and purchasing activity.
• Coordinate travel arrangements, including hotel accommodations, airfare, vehicle rentals, and other travel logistics.
• Maintain organized documentation supporting travel expenditures and reimbursements.

Benefits Usage and Time Reporting

• Collect, review, process, and maintain employee benefit usage forms and timesheets.
• Ensure documentation is complete, accurate, and submitted in accordance with university deadlines and procedures.

Purchasing

• Purchase office and program supplies using the University's Procurement Card (P-Card) in accordance with university procurement policies and procedures.
• Procure materials and supplies for meetings, trainings, and program events.
• Arrange travel accommodations for faculty and staff as needed.
• Maintain accurate purchasing records and ensure compliance with budgetary and procurement requirements.

Hiring

• Initiate hiring requests using the PeopleAdmin system.
• Coordinate interview scheduling and distribute interview materials.
• Communicate with applicants throughout the recruitment process.
• Coordinate the collection of professional references.
• Obtain and track required background check documentation.
• Collect and process onboarding documentation for new employees.

Administrative Correspondence

• Receive, prioritize, and distribute correspondence related to grant-funded programs.
• Respond professionally to inquiries received by telephone, email, and mail.
• Coordinate the shipment of office supplies, training materials, and other program-related resources.

Contract Compliance and Records Management

• Maintain personnel records required for contract compliance, including:
• Employment contracts
• Background checks
• Driver's license records
• Automobile insurance documentation
• Professional licenses and certifications
• Curriculum vitae/resumes
• Collect, organize, and maintain employee training records and certifications.
• Report compliance status to the Clinical Research Coordinator.

DCFS and Program Reporting

• Assist in the preparation, collection, and submission of quarterly and annual program reports.
• Support annual contract monitoring activities and compliance documentation.
• Assist in preparing reports required by the Illinois Department of Children and Family Services (DCFS) and Northern Illinois University.

Data Management

• Collect, analyze, maintain, and report program data to support contract compliance and operational reporting requirements.

Performance Evaluation Administration

• Collect, organize, and maintain employee performance evaluations.
• Ensure personnel documentation remains current and compliant with contractual and organizational requirements.

Minimum Required Qualifications (Civil Service)

• High school graduation or equivalent

• Any one or any combination totaling five (5) years (60 months) from the following categories:

• 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)

• progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a 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.

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

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.

Specialty Factors (Civil Service)

None

Preferred Qualifications (Civil Service)

• Experience with Microsoft Office Suite Experience working with state agencies.
• Previous experience in higher education setting

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 9/01/2026 Anticipated Appointment End Date Percent of Staff Year 1.00 Standard Hours Per Week 37.50 Working Hours Monday-Friday, 8:30 am to 5:00 PM, one-hour lunch, and two evenings a week. Salary $48,000.00 annually; NIU offers a robust benefits package. Hourly or Semi-monthly Pay Rate/Range $2,000.00 semi-monthly Earn Type Salary

Application Procedure

Application Procedure

Application Procedure

Application Procedure:

• 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.

• 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.

• 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.

• Illinois residency required within 180 days of the hire date.

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 Assistant 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/97405 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, ethnicity, color, national origin, ancestry, sex, religion, age, disability (physical and mental), marital status, veteran status, sexual orientation, gender (identity and 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 Building Room 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 Security and Fire Safety Report.

Contact the Ethics and Compliance Office at 815-753-9364 for a hard copy.

Applicant Documents

Required Documents

• Resume/Curriculum Vitae
• Cover Letter
• List of at least 3 Professional References

Optional Documents

• Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
• Transcripts (unofficial with official required at hire)
• Other

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Are you currently a citizen or resident of the State of Illinois?

• Yes

• No

• • What is the highest level of education attained?

• GED

• High School Diploma

• Associates Degree

• Bachelors Degree

• Masters Degree

• PHD

• Have you attached all transcripts to support the degrees you are submitting for consideration?

• Yes

• No

• • How many years of experience do you have in this type of position?

• 0-1

• 1-3

• 3-5

• 5-7

• 7+

• • 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)

• • 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

• • 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.

• • 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)

• • 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.

• • 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)

• • 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.

• • 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)

• • 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.

• • 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)

• • 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.

• • 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)

• • 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.

• • 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)