Office Support Specialist (1874) EXTENDED

Position Summary

The person in this position is expected to operate with a high degree of autonomy. They must anticipate the needs of their supervisors, as well as problems faced by Department students, faculty and staff. They will need to proactively address these problems, and to interpret and apply University policies in their problem solving effectively and fairly.

They provide a wide variety of functions in the department.

Essential Duties and Responsibilities

Duties and Responsibilities include, but are not limited to the following:

Undergraduate Program Administration

• Assists undergraduate 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.
• Tracking students’ graduation requirements and relating that information to UG studies director as well as coordinate questions regarding graduation requirements with the College Office advisor. Making sure all paperwork has been processed for graduating students.
• Initiates contact with CLAS Advising Office regarding issues facing current undergraduate majors, especially regarding completion of graduation requirements.
• Communicates with Registration and Records to resolve any issues facing current majors.

Department Administration

• Greets visitors to Department and serves as point of first contact for students and public.
• Coordinates orientation for new and transfer students.
• Responds to queries submitted to the Department general information e-mail address: askeae@niu.edu , and as needed directs inquiries to appropriate faculty or staff for reply.
• Works with Faculty Colloquium Coordinator to schedule weekly colloquium speakers, prepare and maintain the colloquium schedule, send out digital meeting appointments, publicize colloquia and related events, plan and coordinate post-colloquium and other colloquium-related events (e.g., meet and greet sessions for graduate and undergraduate students).
• Informs students, faculty and staff of Department and University announcements, news and notices, as well as information from sources external to the Department such as job and career information, meetings and conferences, and student and faculty scholarship/fellowship opportunities.

Graduate Program Administration

• Regularly reports to the Graduate Director and Graduate Committee regarding status of graduate program applicants and current graduate students.
• Receives correspondence directed to Graduate Director and initiates appropriate response or action.
• Notifies the Graduate Program Director, Chair, faculty, and graduate students about all Graduate School deadlines for application materials, graduation, travel grants, and other funding opportunities.
• Aggregates, analyzes and summarizes data related to the assessment of Department graduate students and generates reports for the Chair, Graduate Program Director and Graduate Committee.
• Responds to graduate student and faculty inquiries regarding Graduate School policies, requirements, procedures, and deadlines.

Data and Inventory Management

• Maintains record of majors who graduate and their employment status after graduation.
• Maintains accurate files and records on all undergraduate and graduate students who have declared a major or minor in the department.
• Maintains inventory of office supplies and orders office supplies as needed.
• Maintains database of financial donors to the department. Composes correspondence for the Chair and sends a “thank you” letter to donor.
• Maintains activity logs and reports on monthly use of Department vehicles.

Supervision of Student Workers

• In consultation with the Chair, prepares and distributes student worker assignments
• Trains student employees whose work involves office administration and/or data management
• Supervises student employees to ensure work quality and productivity.

Perform other related duties as assigned by the Director of Undergraduate Studies, Office Manager, Office Administrator, and Department Chair.

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:
      • 30 semester hours equals one (1) year (12 months)
      • Associate’s Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
      • 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 of this series.

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

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)

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.
14. Ability to work independently and proactively, display initiative.
15. Ability to display diplomacy, confidentiality, initiative, teamwork, and excellent judgment.

Specialty Factors (Civil Service)

N/A

Preferred Qualifications (Civil Service)

• Proficient in the use of Microsoft Office™, Adobe Suite™ and various social media platforms.
• Be knowledgeable about Department, College, and University policies, procedures, and regulations.
• Previous experience with NIU systems including MyNIU and OnBase.
• Display initiative, be able to work independently and proactively.
• Candidate should display diplomacy, confidentiality, initiative, teamwork, and excellent judgment.

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements

• Requires occasional lifting.
• May have to lift supplies weighing up to 25 pounds upon occasion.
• Must have the ability to sit for extended periods of time.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

May 16, 2023

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Salary

$27,300-$28,762.50/annual

Hourly or Semi-monthly Pay Rate/Range

$14.00-$14.75/hour

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

Quick Link to Applicant

https://employment.niu.edu/postings/70624

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. List of at least 3 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