Administrative Assistant

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Chartered in 1895, Northern Illinois University (NIU) is a student-centered, comprehensive regional public research institution with a diverse student body that offers programs from the baccalaureate through doctorate. Colleges include business, education, engineering and engineering technology, law, liberal arts and sciences, health and human sciences, and visual and performing arts. On-campus enrollment is approximately 18,000 students. The university also offers more than 200 extension courses each semester to students in communities throughout northern Illinois. The main campus is located in DeKalb, 65 miles west of Chicago's "Loop" and 40 miles southeast of Rockford. In addition to the main campus, NIU has three education centers in Hoffman Estates, Rockford, and Naperville. DeKalb/Sycamore, with a population of about 50,000, is a modern paradox, a rural/urban community. It is simultaneously recognized for its manufacturing and rich farmlands. The site of the first manufacture of barbed wire and the development of hybrid seed corn are evidence of its diversified history. The blend of industry and agriculture, coupled with the cultural and recreational facilities of the university and supplemented by easy access to Chicago and Rockford, provide an enjoyable environment in which to live.

The University Advancement & NIU Foundation CEO is seeking qualified applicants for the position of Administrative Assistant. 

Primary Function

The Administrative Assistant provides direct, primary administrative support for the President & CEO of the NIU Foundation / Vice President of University Advancement. In addition, this position works in close collaboration with the Director of Board Relations & Chief of Staff for the NIU Foundation to support communication between the President & CEO and internal and external constituencies and to provide oversight to administrative functions within the division.

Serves as the primary liaison between the President & CEO and all internal and external offices and agencies, provides senior administrative and program support to the President & CEO’s direct reports, and acts on behalf of the President & CEO with regard to administrative activities. This position is responsible for daily scheduling, provides briefing information to the President & CEO for upcoming meetings, and is a principal liaison with the University President’s Office. This individual is the key contact for coordinating meetings and activities in the President’s suite of offices and is the key contact for major donors, board members, and division directors. Discretion and confidentiality are vital.

General Duties and Responsibilities

Serves as the primary administrative support for the President & CEO of the NIU Foundation and is the liaison between the President & CEO and internal and external partners. Manages the executive calendar, schedules all meetings, and assembles all briefing materials for daily meetings and activities. Assists, coordinates and orchestrates searches and facilitates all human resource processes. Prepares and routes check requests, purchase requisitions, and travel vouchers. Responsible for budget tracking, providing monthly budget tracking reports and ensuring accuracy. Maintains daily complex calendar and deadlines for routine Foundation business. Coordinates and facilitates activities within the Foundation offices as required by the executive’s schedule and project deadlines. Project manager for various assigned projects, having overall responsibility for the successful initiation, planning, design, execution, monitoring, controlling and closure of a project. 

Minimum Required Qualifications

  1. High school graduation or equivalent
  2. Any one or any combination totaling five (5) years (60 months) from the following categories:
    1. 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)
    2. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles.

      *As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above.

      • One (1) year of work experience providing executive support (President-level or equivalent)
      • Two (2) years of work experience at a major university-related Foundation or equivalent nonprofit organization.
      • Two (2) years of work experience in a supervisory role.
      • Two (2) of two years of work experience managing projects.
      • Two (2) years of work experience with Human Resources administrative support with varying levels of responsibility including data entry, writing job descriptions and entering payroll

Preferred Qualifications

  • Bachelor’s Degree Preferred
  • Preferred five years of executive support experience (President-level)

Appointment Status and Salary Details 

Civil Service; Commensurate with experience and internal equity

Required Applicant Documents 

  1. Resume/Curriculum Vitae
  2. Cover Letter
  3. List of three references
  4. Writing sample

Application Procedures

Please submit application and documents through NIU online employment system at by December 1, 2019.  If you have any questions, please contact Melissa Nigro at

EEO Statement, ADA Accommodation, Clery Information, and Visa Policy

In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, ancestry, sex, religion, age, physical and mental disability, marital status, veteran status, sexual orientation, gender identity, gender 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:

Acting Ethics and Compliance Officer, Title IX Coordinator
Altgeld Hall 238

Office for Civil Rights
U.S. Department of Education
Citigroup Center
500 W. Madison Street, Suite 1475
Chicago, IL 60661-4544

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. This form can be obtained by contacting the Office of Academic Diversity, Equity and Inclusion (ADEI) at 815-753-8399.

NIU provides information regarding campus security, personal and fire safety, including topics such as: crime prevention, emergency response procedures and crime reporting policies, in addition to crime and fire statistics for the most recent three calendar years. The Annual Security Report containing security and safety information is available at or by contacting the University Police Department and Public Safety Department at 815-753-9628 to receive a hard copy. The Annual Fire Safety Report is available at or by contacting the Environmental Health and Safety Department at 815-753-0404 to receive a hard copy.

In compliance with federal law, all persons hired will be required to verify identity and eligibility work in the United States and to complete the required employment eligibility verification document from upon hire.