Program Assistant (2856)

Northern Illinois University • Dekalb, IL • 3w ago

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12823853

Hiring Management\

\ \

- Serves as the College of Law Hiring Manager, liaison and
coordinator for all departments within Human Resources. Prepares and submits HR and benefit forms for the Dean. Demonstrate the ability to work under pressure with frequent interruptions.
- Composes or assists with composition of justifications,
data/reports.
- Prepares hiring requests for all classifications, and
seats/vacates/ terminates/retires/funding changes in the HR Admin Portal or on paper as required. Works with search committees on Admin Portal Search Processes. Prepares offers, additional pay forms, contract extensions, terminations and paperwork for faculty, staff, instructors, visiting professors, graduate assistants, and student help and MOUs.
Coordinates Searches for Supportive Professional Staff and Civil

Service candidates for on-campus interviewing, including coordinating travel plans for external candidates. Prepares reimbursements, schedules, and logistics for all candidates.

\ Correspondence and Operations Coordination\
Facilitates and maintains correspondence with all external

accrediting agencies and associations: The American Association of Law Schools, The American Bar Association, The Illinois State Bar Association, and the U.S. News for the Dean and Associate Dean of the College of Law. Demonstrate the ability to effectively analyze, problem-solve, recommend solutions, and implement action.
Registers and monitors the AALS accessibility Dashboard for the

Dean and the Appointments Committee. Coordinates logistics for the Interview Suite and any required amenities and reservations.
Downloads AALS Distributions of faculty registration information

and resumes, creates, and organizes data bases of registrants and their specific areas of law, processes meeting results and manages initial review for presentation to the faculty on behalf of the Appointments Committee. Corresponds with committees and applicants. Coordinates and supervises the scheduling of screening interviews for faculty candidates. Prepares reimbursements, schedules, and logistics for all candidates.
Coordinates Faculty Committee selection process. Sends committee

preference ballots, receives completed ballots and organizes to a spread sheet for the Deans Review.
In-house contact and monitor for annual Ethics Training and

other compliance matters.

Stay up-to-date with the latest IT trends and technologies,

providing insights and recommendations to enhance efficiency and productivity for office use. Demonstrates excellent computer skills with applications including software applications, such as, MS Word, Excel, Blackboard, Zoom, with ability to learn new computer applications.

\ Administrative Support\
Transcribes, proofreads, and edits letters, memoranda, faculty

meeting minutes, and other correspondence and documents.
Responsible for preparation of agendas, materials and reports,

scheduling of committee chairs and general faculty meetings involving the Dean.
Schedules and/or coordinates faculty meetings and other special

meetings, seminars, conferences, and training sessions for staff; acts as faculty meeting secretary including preparing agendas and taking and transcribing minutes in collaboration with the Associate Dean; solicits committee membership
Assists Associate Dean for Student Affairs with letters of

formal notification of academic probation or dismissal from the College of Law, as needed.
Researches travel plans for the Dean and incoming speakers, as

requested. Prepares travel vouchers and check requests for the Dean and visiting speakers.
Researches and prepares materials for Deans speaking engagements

in collaboration with Chief of Staff.

Maintains budget files and correspondence, related to budgets

concerning academic personnel and operating staff salaries.

\ Office Direction and Management\

Directs and manages Administrative Operations for the Deans Office. Collects, coordinates, and tracks schedules of staff and departme

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