Assistant Director of Business Services (0413)

Position Summary

This individual’s primary function in this position includes: the reasonability for timely and accurate business operations of the College of Engineering & Engineering Technology, coordination of budget preparation, development and financial reporting with the office of Budget and Planning and Provost Office and provision of financial, budgetary and operational advisement and management to the Dean of the College of Engineering and Engineering Technology with guidance to the departmental chairs and directors, this includes guidance to the operating staff where appropriate; monitoring and control of expenditures.

Essential Duties and Responsibilities

Financial Leadership

• Support and guide Departments and operating staff to ensure accurate cost center records for financial transactions in all cost centers.
• Monitor PeopleSoft financial reports, in conjunction with office / department staff to resolve discrepancies and budgetary issues.
• Supervise and evaluate the work of support staff members to assist in managing the day-to-day fiscal activities of the College.
• Provide direction and assist in implementing strategies for the College to achieve its institutional priorities to responsibly manage fiscal resources and promote ethically-inspired leadership.
• Directly supervise Business Manager.

Financial Reporting

• Advise the CEET Dean on status of budget and other business issues related to college programs. Review existing business programs.
• Create, review, and where appropriate, recommend modifications in internal business procedures to improve efficiencies for the College.
• Perform data collection and analysis to support college functions and make projections that may influence the college strategic direction.

Financial Management

• Prepare and submit all College of Engineering & Engineering Technology cost center budget development forms and monitor PeopleSoft financials. Assist departments with forecasting revenue, track financial commitments, and create budget efficiencies. Submit budget transfer forms as needed to balance cost centers.
• Maintain up-to-date financial records of the CEET indirect cost center activity and administer distribution of overhead account funds. Advise and assist the Dean in the control of all cost centers.

Budget Management

• Self-sufficiently monitor and analyze college budgetary activity, perform data analysis, and create ad hoc reports, including but not limited to cost center budget versus actuals and unit burn rate reports.
• Attend meetings and serve on committees at the direction of the Dean.

HR Management

• Work with CEET staff to facilitate personnel actions. Review personnel appointments for faculty, supportive professional staff, operating staff, student employment, graduate assistantships, extra help, etc. to ensure accuracy and budget authority.
• Review and approve appointments in the People Admin system to facilitate and fulfill “Business Manger” roll for all personnel actions including faculty, instructors, Supportive professional staff, operating staff, extra help, etc.

Administrative Staff Support and Training

• Prepare and provide information in coordination with other CEET Dean’s departmental staff providing ongoing education to operating staff and at periodic training workshops for CEET staff.
• Training focus including but not limited to process changes, budgetary compliance, PeopleSoft financial reporting and Human Resource personnel hiring processes and Illinois and University business policies and procedures.

Record Retention

• Create and maintain electronic records to monitor and analyze college budgetary activity and program expenditures using Microsoft Office Suite.

Perform Other Related Duties as Assigned

Minimum Required Qualifications (Civil Service)

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER
1. Bachelor’s degree in business administration, management, or a field
related to the position.

2. Two (2) years of professional business, financial, and/or managerial
work experience.

( NOTE : A Master’s Degree in an area consistent with the duties of the
position may be substituted for one (1) year (12 months) of work
experience.)

Knowledge, Skills, and Abilities (KSAs) (Civil Service)

1. Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources.
2. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology.
3. Knowledge of technology including electronic equipment, computer hardware and software, and their applications.
4. Knowledge of basic arithmetic, algebra, statistics, and their applications.
5. Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
6. Ability to work collaboratively and communicate effectively as appropriate for the needs of the audience.
7. Ability to work independently and effectively organize and prioritize multiple tasks.
8. Ability to analyze and develop guidelines, procedures and systems to outline specific goals and implement plans to prioritize, organize, and accomplish tasks.
9. Ability to manage a budget and work within the constraints of that budget.
10. Ability to analyze, interpret, and explain work related documents, policies, and procedures.

Specialty Factors (Civil Service)

N/A

Preferred Qualifications (Civil Service)

Four years of responsible accounting and/or business experience, one year of which was at an administrative level

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements

• Regular office related duties
• Sitting for extended periods of time
• Using computer/electronic equipment for extended periods of time
• Occasional lifting and moving items weighing up to 25 lbs.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

7/3/2023

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Salary

$70,000-$80,000/year

Hourly or Semi-monthly Pay Rate/Range

$2,916.67-$3,333.33

Earn Type

Salary

Application Procedure

Application Procedure

Application Procedure

Application Procedures:

1. 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. Important: Please upload any unofficial transcript(s) and/or documentation that verifies any education, experience, and/or training you have received.
   • 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.
2. 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.
3. 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.
4. Illinois residency required within 180 days of the hire date.

Credentials Assessment Examination:

• The examination for this position 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.). Applicants are required to upload documentation to verify the minimum qualifications for this position has been met.
• Required documentation noted in the posting, such as a driver’s license, licensures, or certifications MUST be uploaded with your application materials.
• 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.

Additional Details:

• Click on Business/Administrative Associate 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.
• 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.

Special Instructions

Quick Link to Applicant

https://employment.niu.edu/postings/71134

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
3. Transcripts (unofficial with official required at hire)
4. List of at least 3 References

Optional Documents

1. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
2. Other

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. * What is the highest level of education that you have earned?
   • High School/GED
   • Associate's Degree
   • Bachelor's Degree
   • Master's Degree
   • Doctoral Degree
3. * Have you attached all transcripts to support the degrees you are submitting for consideration?
   • Yes
   • No
4. * How many years of experience do you have in this type of position?
   • 0-1
   • 1-3
   • 3-5
   • 5-7
   • 7+
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. * 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