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Office Administrator (3103)

Employer
Northern Illinois University
Location
Illinois, United States
Salary
Salary Not Specified
Date posted
Feb 23, 2024
Position Summary

The Office Administrator is responsible for the oversight and maintenance of the Department of EAE’s budget and administrative operations and functions. The position reports directly to the department’s Chair.

Essential Duties and Responsibilities

Financial Management and Administration
  • Budgets
    • Establishes and maintains financial record keeping systems for all departmental accounts, including the general revenue budget, external grant accounts, NIU Foundation accounts and local fund accounts such as student laboratory fees and analytical laboratory user fees.
    • Uses appropriate university financials systems to dynamically monitor and monthly report on balance and spending in all of the Department’s financial accounts.
    • Works with Chair and departmental advisory committee to wisely plan spending of departmental funds, and to adapt to necessary emergency spending.
    • Processes all invoices, check requests, fund transfers and deposits, donations and expense reimbursements for all department, grant and Foundation cost centers.
    • Verifies budget reports related to telecommunications, transportation, the general accounting office and work orders
  • Purchasing
    • Serves as Requestor and Approver as appropriate all purchase requests originating in the Department.
    • Manages departmental P-card accounts, ensuring proper use, allocation of spending to appropriate budget lines and submission of required monthly reports.
Department Administration
  • Prepares and submits, as requested or required by the University or College, or assists with the submission of reports and requests related to annual Tenure, Promotion and Sabbatical requests.
  • Serves as liaison between department faculty, supportive professional staff, and university offices such as Sponsored Projects Administration, Accounting, Procurement, Human Resources and CLAS Business Office.
  • Works with faculty to manage the Department’s summer field schools.
Research and Teaching Facilities Administration
  • Collaborates with Lab Manager and supportive professional staff to manage and maintain income and expense records for cost centers dedicated to analytical laboratory facilities. Handles billing of invoices and collection of payments, including deposits and journal preparation, for NIU users of facilities and equipment housed in the department, generates and submits financial reports required for recharge centers by Sponsored Projects Administration.
  • Collaborates with Lab Manager to purchase consumables and parts that are required to operate and maintain laboratory, teaching and field equipment. Collaborates with Chair and Lab Manager to evaluate annual cost-to-operate data and assess whether increases in analytical service fees are warranted
Personal Administrative Assistance
  • Assists, as requested by the Chair, with the generation and organization of financial data and reports needed for program review, program prioritization, and fundraising.
  • Participates in interviews of new office support staff and collaborates with Chair and Assistant Chair to make hiring decisions of office staff and student workers.
  • Trains and supervises department office support staff; collaborates with the Chair to establish procedures and priorities for staff work assignments and schedules; provides input to the Chair regarding staff performance evaluations.
Minimum Required Qualifications (Civil Service)

  1. High school diploma or equivalent.
  2. Any one of the following from the categories below:
    1. Four (4) years (48 months) of work experience comparable to that of an Office Support Specialist
    2. Two (2) years (24 months) of work experience comparable to that of an Office Manager



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

Classification-Specific KSAs
  1. Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
  2. Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.
  3. Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
  4. 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.
  5. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  6. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
  7. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
  8. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
  9. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
  10. Ability to understand written sentences and paragraphs in work related documents.
  11. 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).
  12. Ability to apply general rules to specific problems to produce answers that make sense.
  13. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
  14. Ability to choose the right mathematical methods or formulas to solve a problem.
  15. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.


Position-Specific KSAs
  1. Flexibility in shifting from one task to another as priorities demand.
  2. Possess the ability to work with a diverse group of people on a daily basis, faculty, staff, students, shipping vendors and campus/college facility employees.
  3. Demonstrated ability to multi-task and handle competing priorities with great attention to detail, timeliness, and accuracy.
  4. Ability to use standard office equipment, including personal computers, printers, scanners, and copiers.
  5. Good judgment and initiative. Ability to understand complex situations and always maintain confidentiality related to information, office visits, inquiries, etc.
  6. Ability to work independently use sound judgment and discretion in prioritizing, initiating, and executing assignments.
  7. Ability to adhere to all University, College, and Department policies, procedures, and guidelines consistently and competently.
  8. Ability to operate with a high degree of autonomy.
  9. Ability to anticipate the needs of the Chair, as well as problems faced by Department students, faculty and staff.
  10. Ability to proactively address these problems, and to effectively and fairly interpret and apply University policies in their problem solving.
  11. Ability to maintain the highest level of professionalism and to prioritize their daily activities to best ensure the efficient functioning of the Department.


Specialty Factors (Civil Service)

None

Preferred Qualifications (Civil Service)
  • Experience working in higher education.
  • Experience supervising staff.
  • Proficient use of Microsoft Word, Excel, Outlook e-mail
Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements
  • Able to sit for extended periods of time.
Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

April 1, 2024`

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Working Hours

8 am - 4:30 pm Monday-Friday, one-hour lunch

Salary

Commensurate with experience and qualifications. NIU offers a robust benefits package.

Hourly or Semi-monthly Pay Rate/Range

See above

Earn Type

Hourly

Application Procedure

Application Procedure

Application Procedure

Required 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 Administrator for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
    • Applicants who may assume they do not meet the exact minimum qualifications are still invited to apply. Within the application documents, applicants should be sure to explain how their credentials and related qualifications address the requested minimum 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/76586

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. 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
  2. * How many years of experience do you have in this type of position?
    • 0-1
    • 1-3
    • 3-5
    • 5-7
    • 7+
  3. * Are you currently a citizen or resident of the State of Illinois?
    • Yes
    • No
  4. * 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


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