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Working Position Title - Administrative Aide - Grants

Classification - Administrative Aide

Position Number - 00034002

Open Date - 07/23/2026

Close Date - 08/06/2026

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

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.

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.

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. Makes 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.

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.

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

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.

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

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 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