Office Manager (2766) EXTENDED

Position Summary

This position provides the operational staff work needed to sustain the Center for Nonprofit and NGO Studies ( NNGO ). The Center has a variety of different responsibilities encompassing academic, community, national and international constituencies. Therefore, this position is structured to carry out, supervise and in some cases have primary responsibility for activities with respect to each. The position operates with independence under the Director’s overall supervision.
Knowledge of the university’s administrative and fiscal policies and procedure as well as academic practice and policy is critical as a base requirement. The ability to identify needs and conceptualize new systems to meet them; coordinate and prioritize at an advanced level; organize and manage office functions in order to assure efficient operations consistent with university policy; and to liaise with and in some cases be a major point of contact with constituencies with diverse needs and interests (students, faculty, external scholars, community leaders, public servants and international visitors) from varied cultural backgrounds are all essential.

Essential Duties and Responsibilities

• Manage and supervise daily office operations of the NNGO Center
• Administer budget and accounting functions for the Center
• Assist the Director in monitoring and reporting on student enrollments in Center and related programs and researching these and other statistics and assists the Director
• Serve as the first point of contact for those coming to the Center
• Primary assistant to the Director in the overall carrying out of responsibilities
• Assist the Director in marketing the Center’s programs and services such as social media, flyers, community calendars, alumni databases, and website updates
• Input course schedules and monitors room assignments

Minimum Required Qualifications (Civil Service)

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the Office Support Specialist level of this series.
   
   

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)

1. Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
2. 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.
3. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
4. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
5. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
6. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
7. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
8. Ability to understand written sentences and paragraphs in work related documents.
9. Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
10. Ability to apply general rules to specific problems to produce answers that make sense.
11. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
12. Ability to choose the right mathematical methods or formulas to solve a problem.
13. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

Specialty Factors (Civil Service)

Preferred Qualifications (Civil Service)

• Bachelor’s degree

• Knowledge of University processes and policies

• Excellent organizational skills and ability to multi-task are necessary, as are good written and oral communications skills, sound technical knowledge of word processing, spreadsheet, scheduling and other computer software, creativity and flexibility. Familiarity with and interest in the nonprofit world are highly desirable.

• This position carries a significant workload in a fast-paced atmosphere and requires diplomacy, confidentiality, initiative, teamwork, and excellent judgment.

Minimum Required Qualifications (SPS)

Additional Requirements (SPS)

Preferred Qualifications (SPS)

Physical demands/requirements

.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Salary

$29,250 - $31,200/annual

Hourly or Semi-monthly Pay Rate/Range

$15.00 -$16.00/hour

Earn Type

Hourly

Application Procedure

Application Procedure

Application Procedure

Additional Position Details:

• Click on Office Manager for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
• Please click on Human Resource Services – Benefits for detailed information about Northern Illinois University’s benefits package.
• Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.
• 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.

Application Review Details:

• 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 position. If you meet the minimum required qualifications for this position, you will receive a score based on your education and experience, and your name will be placed on the active employment register.
• 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 that 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.

Exam Details:

• The Civil Service examination for this classification is a Credentials Assessment and is based on your application materials as submitted for this posting. A Credential Assessment is a rating by the Human Resources Office of an applicant’s/employee’s education, experience, and special credentials/qualifications (licenses, etc.). In order to determine an appropriate rating for each examination, a review of a résumé, cover letter, university/agency official employment application, college transcript, copies of license/certification and any other relevant material may be required.
• Required documentation noted in the posting, such as a driver’s license, licensures, or certifications MUST be uploaded with your application materials.
• If eligible for Veteran’s Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application to receive the maximum eligible points on the Civil Service examination.
• After assessment of all qualified applicants has been completed for this position, the names with the top three (3) scores will be referred to the hiring department for interview.

Special Instructions

Quick Link to Applicant

https://employment.niu.edu/postings/66566

Is Background Check Required?

Yes

EEO Statement Summary

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

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 and Equal Opportunity ( AAEO ) at ada@niu.edu .

Safety Information

NIU provides annual reports on campus security and fire safety. Read the Annual Safety and Security Report. Contact the Ethics and Compliance Office at 815-753-1649 for a hard copy.
Read the Fire Safety Report. Contact the Department of Environmental Health and Safety at 815-753-0404 for a hard copy.
Applicant Documents
Required Documents

1. Cover Letter
2. Resume/Curriculum Vitae

Optional Documents

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

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Are you currently a citizen or resident of the State of Illinois?
   • Yes
   • No
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 upload an unofficial copy of your transcript or certificate.)
   • Yes
   • No
3. * What is the highest level of education attained?
   • GED
   • High School Diploma
   • Associates Degree
   • Bachelors Degree
   • Masters Degree
   • PHD
4. * Have you attached a copy of your DD214, DD215, NGB22, or DD256 for consideration of Veteran's Preference Points? The copy submitted should reflect the status of discharge in order to be considered.
   • Yes
   • No
   • Not Applicable