Administrative Aide (3850)

at Northern Illinois University in DeKalb, Illinois, United States

Job Description

Position Information

Working Position Title
 Administrative Aide (3850)
Classification
 Administrative Aide
Position Number
 00003850
Open Date
 05/10/2024
Close Date
 05/28/2024
Priority Review Date
Employee Class
 Staff
Full-Time/Part Time
 Full-Time
FTE
 1.00
Position Status
 Regular
FLSA
 Non-Exempt
Job code
 0058
Union Representation
 Union
Union Code 
 AFC - AFSCME C, Local #1890
Unit/Department
 Ctr Child Welfare & Education
College/Unit
 P20 Initiatives Network
Division
 Outreach Engagemt Regl Dev Dv
Location
 MONAT 237
Link to Department Website or Custom Search Page
 https://ccwe.niu.edu/
Position Summary, Requirements, and Qualifications

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... For full info follow application link.

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.