Program Assistant (3808)

Position Information

Posting Detail Information

Working Position Title Program Assistant (3808) Classification Program Assistant - CUSTOM CLASSIFICATION Position Number 00003808 Open Date 09/04/2026 Close Date 09/10/2026 Priority Review Date Employee Class Staff Full-Time/Part Time Part-Time FTE .66 Position Status Regular FLSA Non-Exempt Job code 5001 Union Representation Union Union Code AFC - AFSCME C, Local #1890 Unit/Department Architectural/Engineering Svcs College/Unit Facilities Management Division Administration & Finance Location PP 105 Link to Department Website or Custom Search Page https://www.niu.edu/facilities/aes/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

Under the supervision of the Director of Architectural and Engineering Services (AES), this position duties will include the following:

• Assist department staff with transition to TMA space management software for campus facilities floor plans integration and ongoing updates alligning with building modifications as they occur.
• Maintenance, organization and cataloguing of paper and digital drawings, submittals, specifications, etc. related to existing and new NIU facilities;
• Maintenance and updating of campus utility mapping AutoCAD records;
• Provide secondary support to AES project managers in the execution of their duties and assist Physical Plant and Heating Plant staff with access to and interpretation of existing and new campus facility construction documentation;
• Knowledge of the organization, programs, practices and procedures of the AES mission is central to the performance of duties.

This position must be able to professionally and efficiently work on multiple tasks simultaneously, prioritizing and making judgements as necessary. Creativity, accuracy, thoroughness, common sense and good judgement, ability to deal with non-routine matters in a professional manner, and ability to maintain confidentiality are required characteristics.

Essential Duties and Responsibilities

Office and Project Support

• Provide office support to AES construction project managers in the execution of their duties.
• Assist with general office administration.
• Department meetings scheduling and organization
• Records retention organization
• Organize electronic files
• Assist with preparation of meeting minutes, project approvals and reporting documentation

Other Related Duties

• Other related duties as assigned

Minimum Required Qualifications (Civil Service)

• Bachelor's degree.
• Based on position requirements, additional education, training, and/or work experience in the area of specialization inherent to the position, may be required.

Additional education, training and/or work experience in the area of specialization:

See Required Specialty Factors Below:

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

• Knowledge of general office practices and procedures
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects
• Skill in oral and written communication
• Ability to work effectively with staff, the public, and outside constituency groups
• Ability to organize and multi-task
• Ability to supervise and knowledge of administrative concepts and methods.
• Ability to utilize various computer software packages
• Ability to work independently and exercise judgment in order to be able to analyze and investigate a variety of questions or problems

Specialty Factors (Civil Service)

• Comprehensive knowledge and understanding in designing and coordinating construction project architectural drawings and specifications including a general understanding of all other disciplines, e.g. civil, site utilities, structural, mechanical, electrical, plumbing and fire protection.

Preferred Qualifications (Civil Service)

1. Ten years construction project design, specification and administration experience including general understanding of all disciplines, e.g. architectural, civil, site utilities, structural, mechanical, electrical, plumbing and fire protection.

2. Proficiency in AutoCAD, BlueBeam, Microsoft Office Suite

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 10/01/2026 Anticipated Appointment End Date Percent of Staff Year 1.00 Standard Hours Per Week 37.50 Working Hours Varies with office needs; 25 hours per week between the hours of 8am and 4:30pm Salary $46,800.00 annually; NIU offers a robust benefits package. Hourly or Semi-monthly Pay Rate/Range $36.00 an hour Earn Type Hourly

Application Procedure

Application Procedure

Application Procedure

Application Procedure

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. Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.

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 Program 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/96751 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 (*).

• • 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 transcripts to support the degree(s) you are submitting for consideration with this posting?

• Yes

• No

• Not Applicable

• • 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