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Assistant Director for Business Operations (34553)

Position Summary

This position is responsible for coordinating and managing the accounting and business operations of the Holmes Student Center ( HSC ), Student Activities (including student organizations and Campus Activities Board), Retail Dining, and Catering including, but not limited to review and approval of daily cash and charge reconciliations, accounts payable, accounts receivable, and general ledger reconciliation. Also responsible for performing budget analysis, preparation, and forecasting for HSC . These functions will be accomplished by supervising part-time staff, full-time staff, graduate assistants and/or students as necessary while maintaining appropriate internal controls. The individual in this position works under the supervision of the Executive Director for Holmes Student Center.

Essential Duties and Responsibilities

Accounting
  • Responsible for continual monitoring of the business operations of Holmes Student Center, Retail Dining, Catering and Student Activities departments including purchasing, billing, and payable processes.
  • Approve departmental expenditures including purchase requests, payment requests, and travel vouchers.
  • Process accounting activity for Holmes Student Center, Retail Dining, Catering and Student Activities, including daily cash and charge reconciliations.
  • Prepare monthly Illinois Sales/Use and Hotel Tax reporting for HSC and Retail Dining.
  • Direct billing process for summer conference operations.
Supervision
  • Hire, train, and supervise part-time, full-time, extra-help, graduate assistant staff and student workers.
  • Design and implement staff training related to fiscal operations for both the business operations team and HSC leadership.
Collaboration
  • Participate on university committees and in meetings that establish department accounting policies and procedures, including interactions with the Bursar’s Office, Finance & Administration, and Budget & Planning.
  • Recommend and implement changes in internal operation procedures as a result of this participation.
Training
  • Maintain policies and procedures for the accounting and business operations area of Holmes Student Center, Student Activities, Retail Dining, and Catering including instructional materials for use during staff training.
  • Assure that accounting-related reporting systems and procedures comply with university, state, and federal policies and guidelines.
Budget
  • Prepare and maintain annual budgets, financial reports, and planning documents for Holmes Student Center and Student Activities, including all relevant supporting schedules.
  • Consult with University and Divisional SA Budget Analyst regarding budget variances and the preparation of budgetary transfers for shortfall coverage.
Administration
  • Support and abide by all policies, procedures, and missions of the Division of Student Affairs, and Northern Illinois University.
  • Be knowledgeable about, demonstrate commitment to, and implement affirmative action and non-discrimination regulations, policies, and principles.
  • Perform other duties as assigned.
Leadership
  • Serve on department leadership team and other cross-functional teams as assigned.
  • Serve as a resource for HSC leadership in projecting financial conditions and trends to analyze and develop solutions and recommendations.
  • Serve on student fee advisory committees providing financial analysis for use in recommending annual student fees.
Contract Management
  • Provide information for departmental contracts with vendors to Procurement & Strategic Sourcing and University Legal Services.
  • Liaise as subject matter expert for the development, implementation, and on-going revisions of information systems related to fiscal operations within the department.
Audit
  • Direct and monitor compliance with audit findings and evaluation of internal control system.
  • Serve as liaison to other areas of the university and outside agencies in related fiscal matters during external and internal audits.
  • Assist in monitoring departmental usage of Procurement Card, including enforcement of applicable University policy and procedure as regards usage.
Minimum Required Qualifications (Civil Service)

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

Any one of the following combinations of education and work experience:

A. 30 semester hours of college course work in accountancy, business administration, management, or a closely related field AND four (4) years (48 months) of work experience in accounting, business administration, financial operations, fiscal management, or closely related experience, including one (1) year (12 months) of which is at a supervisory or administrative level.

OR

B. 60 semester hours of college course work or an Associate’s Degree in accountancy, business administration, management, or a closely related field AND three and a half (3.5) years (42 months) of work experience in accounting, business administration, financial operations, fiscal management, or closely related experience, including one (1) year (12 months) of which is at a supervisory or administrative level.

OR

C. 90 semester hours of college course work in accountancy, business administration, management, or a closely related field AND three (3) years (36 months) of work experience in accounting, business administration, financial operations, fiscal management, or closely related experience, including one (1) year (12 months) of which is at a supervisory or administrative level.

OR

D. Bachelor’s degree in accountancy, business administration, management, or a closely related field AND two (2) years (24 months) of work experience in accounting, business administration, financial operations, fiscal management, or closely related experience, including one (1) year (12 months) of which is at a supervisory or administrative level.

OR

E. Five (5) years (60 months) of work experience in accounting, business administration, financial operations, fiscal management, or closely related experience, including one (1) year (12 months) of which is at a supervisory or administrative level.

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 work independently and effectively organize and prioritize multiple tasks.
  6. Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
  7. Ability to work collaboratively and communicate effectively as appropriate for the needs of the audience.
  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)

None

Preferred Qualifications (Civil Service)

3 years of supervisory experience or more.

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

4/1/2024

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Working Hours

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

Salary

$65,000-$70,000/anually

Hourly or Semi-monthly Pay Rate/Range

$2708.33-$2916.66/semi-monthly

Earn Type

Salary

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.
    • 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 Senior Business Manager 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/76613

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 References
Optional Documents
  1. Other
  2. 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. * What is the highest level of education attained?
    • GED
    • High School Diploma
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • PHD
  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. * Select the answer that best describes your work experience demonstrating effective communication skills such as: disseminating information; representing the department; monitoring work flow and directing activities to accomplish goals; enforcing work rules and policies.
    • 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
  7. * 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)

  8. * Select the answer that best describes your work experience coordinating operations such as: serving as an administrative resource; managing activities and/or programs; analyzing and interpreting operational reports; reviewing processes and utilizing knowledge to improve operational efficiency.
    • 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
  9. * 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)

  10. * Select the answer that best describes your work experience developing and implementing policies, procedures, and/or requirements such as: reviewing operational efficiency and making recommendations; drafting operational policies and/or procedures; distributing information; monitoring compliance.
    • 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
  11. * 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)

  12. * Select the answer that best describes your work experience demonstrating effective fiscal management skills such as: coordinating fiscal activities including accounts payable/receivable, payroll, purchasing, budget development, contract negotiation and/or management, etc.; coordinating the maintenance and management of 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
  13. * 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)

  14. * 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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