Administrative Aide - Grants
Listed on 2026-07-26
-
Administrative/Clerical
Office Administrator/ Coordinator, Education Administration
Administrative Aide
- Grants
Working Position Title
- Administrative Aide
- Grants
Classification
- Administrative Aide
Position Number -
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://(Use the "Apply for this Job" box below)..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…
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