Office Administrator

Primary Function

The person in this position provides support to the Business Administrative Associate, Assistant Dean, and Associate Deans in carrying out the duties associated with their respective lines of responsibility as they relate to the oversight and coordination of personnel policies and procedures. The person in this position interprets, advises on and independently implements university policy while maintaining, reviewing, analyzing, and processing data.

Duties and Responsibilities (generally)

Initiates, analyzes and implements a variety of personnel-related systems including recruitment, classification and compensation, employment processes, policies, and procedures.
Coordinates, generates, reviews, and monitors all faculty, instructors and Supportive Professional Staff ( SPS ) personnel-related paperwork with regard to fiscal viability and account accuracy. Assure strict adherence to Academic Policies and Procedures Manual guiding principles before approvals.
Serves as college-to-department liaison.
Coordinator of personnel related hiring policies and procedures with units.
Maintains an overview of personnel-related deadlines, including updates and/or changes to college and/or university policies and procedures
Oversees the upkeep and maintenance of numerous databases, including the college’s personnel database, used to track all faculty, instructor and SPS personnel information, the college’s salary study database, used to track all professorial faculty member’s salary, rank and merit/award information from the point of initial hire to separation from NIU, the instructional staffing expenditures database, and the college’s University Professionals of Illinois Instructor rosters.
Researches, compiles, and manages reports as needed or requested.
Reconciles instructional staff expenditures and general college expenditures for the college monthly.
Prepares and/or presents materials for meetings and presentations.
Backup for civil services personnel actions and graduate student personnel actions.
Support the general administration of the College office, including covering vacant positions or assisting other staff as needed

Minimum Required Qualifications for this position

1. High school graduation or equivalent
2. Any one or any combination of the following types of preparation:
(a) Forty-eight (48) months of clerical/office support work experience
comparable to that performed at the Office Support Specialist level of this
series or in other positions of comparable responsibility
OR
(b) Twenty-four (24) months of clerical/office support work experience
comparable to that performed at the Office Manager level of this series or in
other positions of comparable responsibility

Specialty Factors (Additional Required Qualifications)

Education and Experience Preferred

Advanced Excel Skills including experience with formulas, hyperlinks and pivot tables
Experience creating and maintaining Databases
Excellent communication and writing skills
Experience with hiring and human resource processes.

List the knowledge, skills, and abilities critical to the performance of this position.

Advanced Excel Skills including experience with formulas, hyperlinks and pivot tables
Experience creating and maintaining Databases
Excellent communication and writing skills

Working Hours
8-4:30
Minimum Pay Rate (Hourly or Monthly)
$14.26/hour
Hiring Rate Information

Actual hiring rate is commensurate with experience, education, and internal equity; position includes a robust benefits package to eligible applicants.

Posting Date
04/29/2021
Closing Date
05/07/2021
Priority Review Date

Special Instructions to Applicants

• Fully complete the Education and Work History sections of the application. Be specific on your entire work history, including employment dates and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position, however, it will be converted to a full-time equivalency to determine combined length of experience.
• If you have education and/or training in excess of what is required, we encourage you to upload your unofficial transcripts.
• After the posting has closed, your submission will be reviewed to determine if you meet the minimum qualifications for the classification, including any specialty factors associated with this particular position.
• Please monitor your e-mail for further information regarding your application. Emails will be generated from jobs@niu.edu and CivilServiceTesting@niu.edu . Please add these emails to your address book to ensure timely delivery of any future communication.
• We STRONGLY recommend that contact information used in your online profile be personal use, not professional/work information: personal email address, home address, and phone numbers. The information you provide is used to make contact on search updates, department referrals and interviews, etc. We must be able to relay sensitive and important information in a way that protects your privacy concerning job search activity, now and in the future.
• ALL QUALIFIED CANDIDATES WILL BE SCHEDULED TO COME TO THE NIU DEKALB CAMPUS TO TAKE A STATE UNIVERSITIES CIVIL SERVICE EXAMINATION . At the time of testing, you will be required to present a photo ID. NOTE : If you have previously tested for this classification and wish to rewrite the exam to improve your score and register position, please contact the Civil Service Testing Office by the posting deadline.
• Required documentation noted in the posting such as driver’s license, licensures, or certifications MUST be presented at the time of examination.
• If eligible for Veteran’s Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application in order to receive the maximum eligible points on the Civil Service examination.
• After testing of all qualified applicants has been completed for this position, the names with the top three scores will be referred to the hiring department for interview.
• Click on Office Administrator for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
• Please click Human Resource Services – Benefits for detailed information about Northern Illinois University’s benefits package.
• Employment is contingent upon your passing a criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Link to Department Homepage
College of Liberal Arts & Sciences
Physical Demands

EEO Statement

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:

Ethics and Compliance Officer, Title IX Coordinator
Health Services 230
TitleIXCoordinator@niu.edu
815-753-5560

Is Background Check Required
Yes
Visa Policy

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

ADA Accommodation

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 . For further assistance, please contact the office of Affirmative Action, Equal Opportunity and Education ( AAEOE ) at ada@niu.edu .

Clery Act Information

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 www.safety.niu.edu/clery 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 www.niu.edu/clery/fire_report.pdf or by contacting the Environmental Health and Safety Department at 815-753-0404 to receive a hard copy.

Quick Link
https://employment.niu.edu/postings/56456
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * If applicable, have you attached a copy of your DD214, DD215, NGB22, or DD256 for consideration of Veterans Preference Points? The copy submitted should reflect the status of discharge in order to be considered.
   • Yes
   • No
   • Not Applicable
2. * Do you have a certification such as Business/Administrative Technology, Bookkeeping Office Assistant, Office Specialist, Customer Service, etc. or successful completion of 30-59 semester hours in any field? (Please remember to upload a copy of your certification or unofficial copy of your transcript.)
   • Yes
   • No
3. * Do you have an Associate’s degree or higher degree in any field or concentration or successful completion of 60 or more semester hours? (Please remember to upload a copy of your unofficial transcript.)
   • Yes
   • No
4. * Please specify the years of work experience involving administrative support work (experience that supports the day-to-day operations of an office or organization) or supervising employee(s) or student(s) or project management experience.
   • Less than 1 year
   • 1-2 years
   • 2-4 years
   • More than 4 years
5. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or resume.
   
   (Open Ended Question)
   
   
6. * Please upload a writing sample explaining why you are interested in the Office Administrator position at Northern Illinois University. Please also include an example of a professional communication (either in email or letter format).
   • I have/will upload this under the Writing Sample document.

Applicant Documents
Required Documents

1. Resume/Curriculum Vitae
2. Cover Letter
3. Writing Sample
4. List of at least 3 References

Optional Documents

1. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
2. Transcripts (unofficial with official required at hire)
3. Transcripts #2 (unofficial with official required at hire)