Office Support Associate

Primary Function

The primary responsibility of an individual in this position is to provide administrative and secretarial support for the Department of Military Sciences. This person functions as a liaison between the Department of Military Science and students seeking assistance in the Department, and performs the secretarial aspects of advisement and student services within the Department. This job must be executed in such a way as to use independent judgment, sound decision-making abilities, and excellent oral and written communication skills. It is essential that this individual possess strong organizational skills, be able to comprehend, analyze, problem solve, and process information in a timely manner, adhering to many deadlines. This individual must also be able to work independently, maintain confidential information, and be able to manage a high level of student contact on the telephone and in person. This individual reports to the Department Chair of Military Science—Professor of Military Science ( PMS ). This person will also provide support as necessary to the Assistant Professors of Military Science ( APMS ) and/or Senior Military Instructor ( SMI ) in the absence of the Department Chair of Military Science.
Duties and Responsibilities (generally)

Support the mission of the College and the University by providing excellent service to students and function as initial contact for student questions, concerns, and problems. Answer a Military Science phone line and filter calls to appropriate individual. Know deadlines for student matters, procedures for obtaining advisement, and process for requesting administrative action in order to screen requests and schedule advising appointments or to make appropriate referral. Prepared to attend all Department of Military Science planned and ad hoc meetings.

Review students’ (Cadets’) degree plans, academic performance, and course enrollment. Provide the results of these findings to the Department Chair of Military Science, the program Recruiting Operations Officer ( ROO ), and the Human Resources Assistant ( HRA ). Become familiar with and make entries into the Cadet Command Information Management System ( CCIMS ). Provide enrollment support to participating Cadets through My NIU . Supervise the maintenance of all office files, including all undergraduate student files, current and new students, prospective transfer students, students who have withdrawn from the university, those who have graduated from the college, and all report files (grade processing reports from Registration & Records, dismissal/probation reports, graduation reports). Forward and receive student files to/from appropriate colleges or departments when changes of major occur. Process, file, and retrieve student data which is provided by Registration and Records, Admissions, and other offices on campus.

Coordinate for the use of all facilities for each semester instruction (to include during physical fitness training and leadership lab on Thursday), the week of instruction for 300 and 400 series students prior to the formal start of the academic year. Reserve facilities for program functions, locations for special training on and off campus (i.e. the pool for the Army Swim Test), Commissioning, and the military ball. This also includes maintenance of department key control.

Maintain calendar (including electronic calendar) of operating and administrative commitments for the PMS . Schedule and coordinate appointments with the persons and agencies as necessary.

Sign as a co-user and maintain the status of the department financial account and any other accounts sustained by the department and associated clubs. Be prepared to provide weekly updates on expenditures and balances. Works funds requests through the College of Health and Human Sciences.

Prioritize incoming mail for the PMS and prepare personalized correspondence for Chair’s signature relative to student inquiries for program information. Assist the HRA with enrollments and disenrollments.

Follow-up with student contacts (correspondence, telephone messages and/or walk-in requests) to clarify information and provide detailed response, set-up appointments, and/or direct inquiry to appropriate campus office. Other responsibilities as assigned.
Minimum Required Qualifications for this position

1. High school graduation or equivalent.

2. Any one or any combination of the following, totaling one (1) year and six (6) months of experience in the categories below:

1. work experience performing office/clerical activities, including use of computer systems
2. college or university course work in any curriculum
   1. twelve (12) semester hours = six (6) months
   2. twenty-four (24) semester hours = twelve (12) months
   3. thirty-six (36) semester hours = eighteen (18) months
      
      

Specialty Factors (Additional Required Qualifications)

Education and Experience Preferred

This individual must thoroughly understand the procedures students must follow to complete all university forms and waivers processes. Have a strong working knowledge of OnBase and MyNIU.
List the knowledge, skills, and abilities critical to the performance of this position.

This individual must be able to pleasantly greet and deal effectively with large numbers of people during the day and remain composed and alert. Experience with Microsoft Office (including Word, Excel, Outlook, PowerPoint and Publisher).
Working Hours
M-F; varies
Minimum Pay Rate (Hourly or Monthly)
$11.00/hour
Hiring Rate Information

Actual hiring rate is commensurate with experience, education, and internal equity; position includes a robust benefits package to eligible applicants.

Posting Date
09/23/2021
Closing Date
10/14/2021
Priority Review Date

Special Instructions to Applicants

• 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.

• If you have education and/or training in excess of what is required, we encourage you to upload your unofficial transcripts.

• 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 particular position.

• 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.

• We STRONGLY recommend that contact information used in your online profile be personal use, not professional/work information: personal email address, home address, and phone numbers. The information you provide is used to make contact on search updates, department referrals and interviews, etc. We must be able to relay sensitive and important information in a way that protects your privacy concerning job search activity, now and in the future.

• ALL QUALIFIED CANDIDATES WILL BE SCHEDULED TO COME TO THE NIU DEKALB CAMPUS TO TAKE A STATE UNIVERSITIES CIVIL SERVICE EXAMINATION . At the time of testing, you will be required to present a photo ID. NOTE : If you have previously tested for this classification and wish to rewrite the exam to improve your score and register position, please contact the Civil Service Testing Office by the posting deadline.

• Required documentation noted in the posting such as driver’s license, licensures, or certifications MUST be presented at the time of examination.

• If eligible for Veteran’s Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application in order to receive the maximum eligible points on the Civil Service examination.

• After testing of all qualified applicants has been completed for this position, the names with the top three scores will be referred to the hiring department for interview.

• Click on Office Support Associate for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.

• Please click 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.

Application Procedures

Link to Department Homepage
Military Sciences
Physical Demands

EEO Statement

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
Is Background Check Required
Yes
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, Equal Opportunity and Education ( AAEOE ) at ada@niu.edu .

Clery Act Information

NIU provides information regarding campus security, personal and fire safety, including topics such as: crime prevention, emergency response procedures and crime reporting policies, in addition to crime and fire statistics for the most recent three calendar years. The Annual Security Report containing security and safety information is available at www.safety.niu.edu/clery or by contacting the University Police Department and Public Safety Department at 815-753-9628 to receive a hard copy. The Annual Fire Safety Report is available at www.niu.edu/clery/fire_report.pdf or by contacting the Environmental Health and Safety Department at 815-753-0404 to receive a hard copy.

Quick Link
https://employment.niu.edu/postings/59455
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * 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

Applicant Documents
Required Documents

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

Optional Documents

1. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
2. Transcripts (unofficial with official required at hire)
3. Transcripts #2 (unofficial with official required at hire)
4. Transcripts #3 (unofficial with official required at hire)