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Job ID: 139606

Administrative Assistant
Northern Illinois University

Date Posted Mar. 2, 2020
Title Administrative Assistant
University Northern Illinois University
DeKalb, IL, United States
Department Exec V P and Provost
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Administrative Support/Services

Primary Function
The individual in this position is the key administrative assistant to the vice provost for faculty affairs. This individual serves as the primary liaison in oral and written communication between the vice provost for faculty affairs and campus units on a range of personnel issues including search processes and hiring, tenure/promotion and sabbatical leaves, outside consulting and research requests, confidential and union-related personnel matters, and professional development needs. This individual will serve as the central point of contact on faculty-related information in the Office of the Provost and will exercise considerable discretion, confidentiality, decision-making, and judgement in responding to queries for information on personnel issues. Projects related to this position are to be self-initiated, as well as assigned and carried out with minimal supervision.

Duties and Responsibilities (generally)
The handling of faculty affairs is an important and complex responsibility that requires knowledge of personnel policies and procedures and skilled interaction and coordination with colleges and departments within the Division of Academic Affairs, Human Resource Services, Office of the General Counsel, and other units on campus. Therefore, the individual in this position must be able to communicate and deal effectively with faculty, staff and administrators from offices throughout the university, have a broad knowledge of the university and of its policies and procedures, and understand the faculty life cycle from hiring until separation.
The person must have exceptional organizational skills and the ability to set priorities, work effectively with only minimal supervision, and to carry out projects successfully from conceptualization to completion in a timely fashion. This person must function independently, take initiative, and be capable of a high-level of productivity with quality and accuracy. Requirements for the position also include excellent oral and written communication as well as an extensive working knowledge of word processing software, creating, modifying, and utilizing spreadsheets, accessing and using databases, accessing and utilizing online platforms (e.g., Qualtrics, Blackboard, PeopleAdmin), maintaining websites, and searching the web. All work is of a highly confidential, collaborative and sensitive nature.

The person in this position reports directly to the vice provost for faculty affairs with a dotted line report to the Executive Vice President and Provost. Some specific assignments are given by the vice provost for faculty affairs, but much of the work is self-initiated and independent. The person also provides support services for other members of the Provost’s staff when required. The responsibilities and duties associated with this position ultimately affect all academic aspects of the university, and it is essential that they be performed with care, collaboration, discretion, and accuracy.

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 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 such areas as supervising staff or job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

Specialty Factor
1. Demonstrated administrative management experience working with, and assisting, a director, chair, dean, associate vice provost, assistant/associate vice president, vice provost, vice president or president at a University where candidate obtained knowledge and understanding of university personnel procedures (especially hiring processes), university governance system, and operating procedures.

Education and Experience Preferred

  • At least five years of administrative management experience
  • Bachelor’s degree preferred
  • The employee must possess excellent verbal and written skills, and have the ability to independently draft reports and university correspondence
  • Demonstrate an ability to work independently, establish priorities, utilize good judgment under pressure, and handle unexpected assignments
  • Operate with a high degree of confidentiality and tact, with an ability to deal with ambiguity and change
  • Have in-depth experience working with productivity tools such as spreadsheets, software platforms and databases, including Qualtrics, Office365, and the ability to develop expertise in NIU-specific platforms
  • Have excellent organizational skills
  • Be able to execute tasks with a high degree of accuracy, productivity and independence

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Contact Information

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