Program Assistant

Position: Program Assistant (3988)
Northern Illinois University (NIU) has one of the largest licensure programs among Illinois universities, with more than 7,000 students enrolled. NIU recommends more than 500 candidates for licensure each year. More than 25,000 NIU education graduates are currently teaching or serving in other positions in Illinois elementary and secondary schools.

Position Summary

This position provides support to the Executive Director of the Office of Educator Licensure and Preparation and the Assistant Vice Provost for Assessment and Accreditation; supports two university committees, maintains calendars for the Executive Director and the Assistant Vice Provost, assists on matters related to educator teacher licensure and preparation and assessment and accreditation, plans student and professional development events, manages office communications, maintains data systems, and provides financial and human resource support for the office

Essential Duties and Responsibilities

Data Systems

* Maintain internal data files in Anthology, ACCESS, Sharepoint, and Teams, as well as submitting data files for external requirements

* Support data needs of university-wide accreditation process

* Process entitlements in accordance with ISBE (Illinois State Board of Education) policies

* Prepare data files and reports for the Executive Director to meet university, state, and federal mandates (including but not limited to CAEP (Council for the Accreditation of Educator Preparation) accreditation, ISBE reports, SPA (Standard Program Assessment) reports, IEPP (Illinois Educator Preparation Profiles) data, and Title II)

* Support the UOELP (University Office of Educator Licensure and Preparation) Assessment Plan to allow for systematic data gathering and documentation of teacher licensure program excellence

Student Support

* Assist the Executive Director and Assistant Director on matters related to student academic concerns and support

* Work closely with college offices (deans, associate deans, advisors, and staff) on university matters which fall under the jurisdiction of the Executive Director

* Process matters related to student academic achievement and licensure, including placements

* Plan and implement professional development and special events

* Support the Director with TEACH House and Golden Apple Scholar events

* Monitor, maintain, and respond to student inquiries in the UOELP email and voicemail boxes

Communications

* Draft multi-source documents, reports, communications, memoranda, and letters as directed by the Executive Director and Assistant Director

* Collaborate with units to ensure materials are accurate and reflect NIU policy

* Research information in the preparation of draft documents, reports, etc., and review all materials for accuracy prior to final approval and/or distribution

* Prepare correspondence with internal and external stakeholders

University Committees

* Facilitate the work of the Executive Director and Assistant Director as it relates to university committees, which include UCIEL (University Committee on Initial Educator Licensure) and UCANELP (University Committee on Advanced and Nonteaching Educator License Programs)

* Schedule, develop, and distribute agendas for meetings; perform policy research when appropriate; prepare meeting materials; record, transcribe, summarize, and distribute meeting minutes; and manage files

Office Operations

* Responsible for matters related to accounting, purchasing, and human resources and payroll for the office including benefit usage summaries, time sheet authorization

* Assist with inventory, surplus and annual verification

* Maintain calendar for the Executive Director

* Create and maintain a universal personnel calendar for the office

Other

* Complete AAE (Accreditation, Assessment and Evaluation) projects as assigned

* Perform 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.

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…