Office Support Specialist (2269) EXTENDED

Position Summary

This Office Support Specialist provides daily office support for the KNPE department, staff & faculty. Primarily, this position will provide logistical support, serve as a main office receptionist for students and guests, provide advising and scheduling support, assist faculty with instructional and service support and provide equipment and inventory support for the department. The individual in this role will work collaboratively with faculty, staff, and students to ensure that program needs and departmental operations are following best practices.

The employee in this position is supervised by the Department Chair of the Kinesiology & Physical Education department.

Essential Duties and Responsibilities

Office Clerical Support and Reception

• Serve as receptionist in main department office; answer department telephone; assure adherence to established work priorities; promote positive public relations with students, parents, the public, staff and faculty.
• Provide general informational resources regarding questions about the department’s programs and courses.
• Serve as a point of contact for department/building for emergency preparedness.
• Maintain incoming and outgoing mail for the department.
• Provide clerical support to students, staff, faculty and visitors at the front department office as needed.
• Prepare correspondence and report documents as needed for department chair or office administrator.
• Coordinate and accomplish department events and calendar with the department chair.
• Work with faculty and staff to modify course schedules based on programmatic needs.
• Maintain and organize office supplies for the department and alert office administrator when supplies need to be replenished.
• Assist department chair or staff with meeting agendas and minutes in conjunction with the office administrator.
• Assist faculty with items related to classes, students and research.

Advising and Scheduling Support

• Assist with advising schedules.
• Assist faculty with scheduling rooms related to labs, events and research.
• Assist advisors as needed.
• Prepares annual class-related fee renewal process with department chair.
• Assists students with registration in department courses requiring special permits.
• Processes paperwork required for declaration of major/minor, substitution, or transfer of coursework, change of grade or incomplete grades.
• Communicates with Registration and Records to resolve any issues facing current majors.
• Coordinates orientation for new and transfer students.

Facilities

• Work with the physical plant to track facility issues in Anderson Hall.
• Work closely with Building Services to maintain the cleanliness of Anderson Hall.
• Serve as the KNPE department main key control authorizer ( KCA ) for Anderson Hall.
• Prepare spaces for rental use / events.
• Maintain organization and cleanliness of the equipment room.
• Assist with the management of inventory for equipment located in Anderson Hall.
• Work with the Administrative Aide regarding equipment purchasing.
• Assign locks and lockers; keep an accurate data base of locks, lockers & lock combinations.
• Assist with laundering towels in absence of equipment room attendant.

Student orientation

• Assist the department with orientations for new and transfer students and graduate assistants.
• Prepare training materials for orientations.
• Facilitate events / speakers for orientations.

Faculty support

• Assist with requests related to courses, which may include: syllabus archiving, minimal technology assistance, ordering books, etc.
• Assist faculty with research needs including identifying appropriate forms and contacts for information, etc.
• Work with faculty to send student communications, access academic records, etc.

Miscellaneous

• Perform other duties as assigned.

Minimum Required Qualifications (Civil Service)

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 months) from the categories below:
   1. College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent:
      1. 30 semester hours equals one (1) year (12 months)
      2. Associate’s Degree (60 semester hours) equals eighteen months (18 months)
      3. 90 semester hours equals two (2) years (24 months)
      4. Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
         
         
   2. Work experience performing office/clerical activities, including the use of computer systems.
3. One (1) year (12 months) of work experience comparable to the Office Support Associate level of this series.

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

1. Knowledge of administrative and clerical 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)

N/A

Preferred Qualifications (Civil Service)

• Previous experience working in a higher education setting.

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements

Must be able to lift 20 pounds

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

05/16/2023

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Salary

$27,300.00 - $29,250.00

Hourly or Semi-monthly Pay Rate/Range

$14.00 - $15.00 / hourly

Earn Type

Hourly

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.
2. 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.
3. 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.
4. 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.
5. Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.
   
   

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 Office Support Specialist 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

N/A

Quick Link to Applicant

https://employment.niu.edu/postings/70539

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. Resume/Curriculum Vitae
2. Cover Letter
3. List of References

Optional Documents

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

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Assess your specific work experience screening calls and visitors for a department/unit; determining needs and personally handling routine inquiries, requests, or problems, reviewing designated member(s) of the unit staff incoming mail, responding to routine items independently and distributing the remainder to the designated member(s) of the unit staff; coordinating website updates for the unit and/or updating social media accounts.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function described was performed under guidance.
   • My work experience relevant to the job function described was performed independently.
2. * 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 résumé. (“See Résumé” is not an acceptable response.)
   
   (Open Ended Question)
   
   
3. * Assess your specific work experience keyboarding confidential and/or technical material; transcribing and/or recording verbatim material; composing correspondence and reports requiring knowledge of the activities of the designated member(s) of the unit staff and/or the procedures of the unit.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function described was performed under guidance.
   • My work experience relevant to the job function described was performed independently.
4. * 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 résumé. (“See Résumé” is not an acceptable response.)
   
   (Open Ended Question)
   
   
5. * Assess your specific work experience maintaining a calendar of operating or administrative commitments and notifying the designated member(s) of the unit staff and/or affected staff of deadlines; coordinating unit operational projects, meetings, conferences, and/or travel arrangements and monitoring and expediting progress.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function described was performed under guidance.
   • My work experience relevant to the job function described was performed independently.
6. * 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 résumé. (“See Résumé” is not an acceptable response.)
   
   (Open Ended Question)
   
   
7. * Assess your specific work experience establishing, modifying, and/or supervising the maintenance of comprehensive file and record systems for a large and complex unit, including confidential materials; maintaining or assisting in the maintenance of inventory records.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function described was performed under guidance.
   • My work experience relevant to the job function described was performed independently.
8. * 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 résumé. (“See Résumé” is not an acceptable response)
   
   (Open Ended Question)
   
   
9. * Assess your specific work experience making cost estimates and comparisons for goods and services; independently making general supply purchases and researching products, obtaining quotes, and making purchasing recommendations for higher-cost items; processing financial forms/transactions for the department.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function described was performed under guidance.
   • My work experience relevant to the job function described was performed independently.
10. * 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 résumé. (“See Résumé” is not an acceptable response)
    
    (Open Ended Question)
    
    
11. * Assess your specific work experience compiling, summarizing, organizing, and distributing information from a variety of sources for use in reports, gathering, providing and interpreting information through the identification and selection of appropriate sources; initiating contacts to clarify subjective information.
    • No work experience directly related to the job function described.
    • My work experience relevant to the job function described was performed under guidance.
    • My work experience relevant to the job function described was performed independently.
12. * 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 résumé. (“See Résumé” is not an acceptable response)
    
    (Open Ended Question)
    
    
13. * Assess your specific work experience accompanying and/or attending meetings with the designated member(s) of the unit staff, participating as requested.
    • No work experience directly related to the job function described.
    • My work experience relevant to the job function described was performed under guidance.
    • My work experience relevant to the job function described was performed independently.
14. * 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 résumé. (“See Résumé” is not an acceptable response.)
    
    (Open Ended Question)
    
    
15. Please mark all the completed degrees which you hold. Please remember to upload your unofficial transcript for all that have been marked.
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree or higher
16. * How many years of experience do you have in this type of position?
    • 0-1
    • 1-3
    • 3-5
    • 5-7
    • 7+
17. * Are you currently a citizen or resident of the State of Illinois?
    • Yes
    • No
18. * 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