CHHS College Office Administrative Aide (2170)

Position Information

Posting Detail Information

Working Position Title CHHS College Office Administrative Aide (2170) Classification Administrative Aide Position Number 00002170 Open Date 09/16/2026 Close Date 09/23/2026 Priority Review Date Employee Class Staff Full-Time/Part Time Part-Time FTE 0.67 Position Status Regular FLSA Non-Exempt Job code 0058 Union Representation Union Union Code AFC - AFSCME C, Local #1890 Unit/Department College of Health & Human Sci College/Unit College-Hlth & Human Sci Dean Division Academic Division Location WZ 323 Link to Department Website or Custom Search Page https://www.chhs.niu.edu/

Position Summary, Requirements, and Qualifications

Position Summary, Requirements, and Qualifications

Overview

The College of Health and Human Sciences (CHHS) and Northern Illinois University (NIU) promotes health and well-being through scholarship that integrates teaching, research and service. The College comprises four schools that encompass 23 programs, three clinics and a Child Development and Family Center (CDFC) and partner with over 700 external practicum sites. Through our impressive array of programs, we prepare scholars, leaders and practitioners who enhance the lives of individuals, families and communities across the lifespan.

Position Summary

This is a part time position - 25 hours/week.

The Administrative Aide provides comprehensive administrative, human resource, fiscal, and curriculum support for assigned academic departments within the College of Health and Human Sciences. This position interprets and implements university policies, coordinates personnel and financial processes, maintains accurate records, analyzes data, and serves as a resource to faculty, staff, and campus partners to support efficient departmental operations.

Essential Duties and Responsibilities

Human Resource Functions

• Responsible for maintaining and monitoring all digital personnel files
• Acts as hiring manager for all hires (including additional pays and overloads), except for student workers and graduate assistants serving school-level functions
• Prepares offer letters to faculty, instructors, and supportive professional staff employed by the college. Upon acceptance, paperwork is verified to ensure all necessary forms are included, properly completed and distributed
• Prepares necessary search paperwork for positions
• Coordinates the search and prepares candidate itineraries in consultation with search committee chair, prepares candidate(s) travel plans, evaluation forms, and compiles evaluation information into are port for the search committee
• Coordinates efforts with community agencies to inform candidates of opportunities and lifestyles in community
• Performs all payroll duties for the assigned grants and provides backup payroll duties for assigned units
• Provides information about personnel changes (hires, promotions, terminations) to relevant systems

Purchasing

• Responsible for all financial transactions and managing the purchases and purchase orders for assigned
• Uses comparison shopping and judgement to find the best price of needed items to maintain fiscal responsibility
• Maintains appropriate supporting documents to justify expenses
• Supports and processes employee travel pre-approval paperwork and post-travel reimbursement vouchers for assigned

Administrative Support

• Coordinates and supports business, fiscal, and administrative operations to ensure efficient day-to-day activities within the unit
• Serves as a technical and administrative resource for faculty, staff, and campus partners by providing guidance on policies, procedures, and operational processes
• Coordinates personnel related processes, including recruitment, onboarding, training, scheduling, and maintaining personnel records in collaboration with unit leadership and Human Resource Services
• Assists with implementing and maintaining operational policies, procedures, and workflow improvements to support efficient business operations
• Monitors budgets, reconciles financial transactions to ensure compliance with university policies and funding requirements

Other

• Performs other related duties as assigned

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 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

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

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)

• Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

• 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

• Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

• Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources.

• Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.

• 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.

• Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.

• Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

• Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

• Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or orally.

• Oral Expression - The ability to communicate information and ideas verbally so others will understand.

• Written Expression - The ability to communicate information and ideas in writing so others will understand.

Specialty Factors (Civil Service)

None

Preferred Qualifications (Civil Service)

None

Minimum Required Qualifications (SPS)

n/a

Additional Requirements (SPS)

n/a

Preferred Qualifications (SPS)

n/a

Physical demands/requirements

None

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date 10/01/2026 Anticipated Appointment End Date Percent of Staff Year 1.00 Standard Hours Per Week 25 Working Hours Varies based on operational needs Salary $26,783.25 - $27,436.50/Annually; NIU offers a robust benefits package. Hourly or Semi-monthly Pay Rate/Range $20.50 - $21.00/Hourly Earn Type Hourly

Application Procedure

Application Procedure

Application Procedure

Application Procedures:

• 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 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

None

Quick Link to Applicant https://employment.niu.edu/postings/97095 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:

Director of Civil Rights Office, Title IX Coordinator

Health Services 2nd floor

CivilRights@niu.edu

815-753-0455

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 (*).

• • 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

• • 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 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)

• • 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)