Administrative Aide - Grants (34002)

Position Information

Posting Detail Information

Working Position Title Administrative Aide - Grants (34002) Classification Administrative Aide Position Number 00034002 Open Date 07/23/2026 Close Date 08/06/2026 Priority Review Date Employee Class Staff Full-Time/Part Time Part-Time FTE .75 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 227 Link to Department Website or Custom Search Page https://www.chhs.niu.edu/index.shtml

Position Summary, Requirements, and Qualifications

Position Summary, Requirements, and Qualifications

Overview

NIU is a Carnegie Doctoral/Research University-High Research Activity located in DeKalb, IL. The main campus is in DeKalb, which is a diverse and growing community, 65 miles west of Chicago's "Loop" and 40 miles southeast of Rockford with education centers in Rockford and Naperville. DeKalb county, with a population of about 100,000, is a modern paradox, a rural/urban community. It is simultaneously recognized for its manufacturing and rich farmlands, as evidenced by it being the site of the first manufacturing of barbed wire and the development of hybrid seed corn. NIU faculty, staff, and students live in communities throughout Northern Illinois, including the western Chicago suburbs, city of Rockford, and small towns within driving distance from the university. The recently revitalized downtown city of DeKalb offers shops, restaurants, and other amenities. Business investment is evident in DeKalb's Chicago West Business Center, whose residents include companies such as Facebook/Meta, Ferrara Candy, and Kraft/Heinz.

Position Summary

This is a part-time administrative role. The goal of this position is to provide administrative support to multiple externally-funded grants located in the College of Health and Human Sciences.

Essential Duties and Responsibilities

Personnel Administration & Employment Coordination

• Responsible for maintaining and monitoring all digital personnel files.
• Acts as hiring manager for all student workers and graduate assistant hires.
• Prepares offer letters to employees 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 a report 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, funding changes) to relevant systems.

Administrative Tasks

• Applicant management: Correspond with applicants on how to apply, inform them when they are accepted, assist in affiliate agreement process, advise students on internship site/affiliate agreement, answer general questions, confirm weekend residency needs and accommodations.
• Registers students for all required courses in consultation with PI.
• Assists with gathering paperwork to reimburse speakers, advisory board members and outside consultants.
• Completes data requests from IL Behavioral Workforce Development related to compliance with state parameters of grant performance.
• Manages database of applicants, former and current students, survey prior students as needed.

Grant Purchasing

• Responsible for all financial transactions and managing the p-card purchases, check requests, and purchase orders for assigned external grant projects.
• Uses comparison shopping and judgement to find the best price of needed items to maintain fiscal responsibility.
• Holds a P-card to make purchases. Allocates and reconciles p-card statements each month.
• Maintains appropriate supporting documents to justify expenses for assigned external grant projects.
• Supports and processes employee travel pre-approval paperwork and post-travel reimbursement vouchers for assigned external grant projects.
• Make reservations for 4 weekend residency events throughout the year including hotel accommodations and coordinating catering using p-card and P2PO process.
• Event planning: table décor and event tasks for final residency weekend event.
• Weekend residency support, including registering students for NIU student account and OneCard, loaning and returning laptops, check-in/check-out of events, textbook and material dispersal.

Other Duties as Assigned

• Manages and maintains complete, accurate grant financial and programmatic records to support reporting requirements and ensure continuous readiness for monitoring, reviews, or audits.
• 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

• Sit at desk for extended periods
• Attend internal and external events/meetings as requested
• Use computers, printers, fax machines, telephones, and other common office equipment

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date TBD Anticipated Appointment End Date Percent of Staff Year 1.00 Standard Hours Per Week 28 Working Hours Varies while following the guidelines of typical NIU hours based on operational needs Salary $29,981.25 - $30,712.50 / Annually (based on a 75% part-time role); 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:

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.

o 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. 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 Quick Link to Applicant https://employment.niu.edu/postings/94153 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 (*).

• • 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 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.

• 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 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.

• 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 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.

• 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 and controlling confidential documents including personnel records, institutional and historical documents, etc.

• 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 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.

• 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 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.

• 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 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.

• 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)