Administrative Aide

Full-Time/Part Time: Full-Time

Overview:

This administrative aide position at the Center for Child Welfare & Education is full time and in person at the NIU campus. The individual working in this capacity provides administrative support to the Director of the Center for Child Welfare & Education. The Center has a partnership with the Department of Children and Family Services and interfaces with many community and government agencies and schools. The individual working in this position will gain knowledge and understanding of child welfare.

Position Summary:

This position performs essential tasks related to the administration of the NIU Center for Child Welfare & Education ( NIU - CCWE ), assists in carrying out administrative functions of the Center, provides support to the administrators, and is critical in providing client relationship support through liaising with external and internal clientele, staff, and others on behalf of the director and unit. The Center has a partnership with the Department of Children and Family Services ( DCFS ) and interfaces with children and families, as well as administrators and staff of DCFS , local schools, school districts, government agencies, private organizations, court officials, community leaders, etc. The person in this position must have extensive knowledge of the organization, programs, policies and procedures of the institution and exercise good judgement in representing the Director, NIU - CCWE , its mission and programs.

Essential Duties and Responsibilities:

First Point of Contact and Event Planning

• Serves as liaison to external clients, including youth in foster care, foster parents, community stakeholders, child welfare staff and administrators, schoolteachers and administrators, school district employees, State employees from various Departments (e.g. Department of Children and Family Services, Illinois State Board of Education, Department of Juvenile Justice), courts, etc.
• Facilitates event planning and execution for Center's events such as workshops, conferences, special projects, etc.
• Serves as a liaison for professional development partners and participants, web-based clients, website development, etc.
• Serves as a liaison between CCWE and other departments, between Department and CCWE statewide off-campus staff and other groups. Provides information, support and data collection.

Administrative Functions and Supervision

• Provides support to the administrators on various administrative/organizational matters
• Maintains overview of departmental responsibilities and deadlines; provides related updates as needed
• Investigates, interprets and organizes information from various sources to develop project reports, departmental reports and other such documents;
• Completes final copies of documents and communication for administrators, reviews documents for grammar, syntax, spelling and format; develops, revises and distributes documents as directed
• Coordinates administrators' schedules, invites/notifies participants, maintains calendars of operating commitments, informs of impending engagements deadlines, prepares material
• Coordinates logistical arrangements relating to administrators' travel and conferences
• Provides facilitation and supervision for student workers, assigned office staff, etc.

Personnel / Record Management

• Acts as a timekeeper for the Department
• Processes PeopleAdmin transactions, such as refills, job description updates, and change/updates
• Facilitates hiring/training new staff
• CCWE personnel processes and paperwork.
• Manages, processes and maintains confidential and sensitive information systems and documents including personnel records, student information, information on youth in foster care and their caregivers.

Budget

• Develops, works with and tracks budgets
• Purchasing and maintaining itemized record of expenditures, reconciling and preparing financial reports
• Procurement Card/ purchasing authority
• Signature authority when supervisor/director is not present
• Other related duties as assigned.

Specialty Factors (Civil Service):

None

Minimum Required Qualifications (Civil Service):

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER
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 a Bachelor's degree equals three (3) years (36 months)
  
• Master's degree or higher equals four (4) years (48 months)
  (b) progressively more responsible general or specialized office experience which included aspects of supervising staff or job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Minimum Required Qualifications (SPS):

N/A

Salary: Commensurate with knowledge and experience. NIU offers a robust Benefits Package.

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.
   • 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 and . 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.
  • Applicants who may assume they do not meet the exact minimum qualifications are still invited to apply. Within the application documents, applicants should be sure to explain how their credentials and related qualifications address the requested minimum 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.

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

About Northern Illinois University

Northern Illinois University'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.The mission of Northern Illinois University 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.

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