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Office Manager

Employer
Northern Illinois University
Location
Illinois, United States
Salary
Salary Not Specified
Date posted
May 11, 2022

Primary Function

This individual is responsible for the day-to-day operations and functions ofthe office of the Director of Graduate Studies in the Department ofPsychology. This individual serves as the Director’s assistant and isauthorized to act on behalf of the Director in conducting business within thedepartment and the university. This person serves as a liaison between theDirector of Graduate Studies and other university offices, as well as state andnational entities.

Duties and Responsibilities (generally)

This individual acts in a highly professional manner and serves as arepresentative of the Director of Graduate Studies for the Department of Psychology. In this capacity, this person must handle highly sensitive and confidential material, taking care not to compromise the integrity of the department. This individual must have excellent problem solving skills in order to make independent judgments about the complexity, urgency, and potential consequences of a wide variety of student-faculty issues. This person must acquire an extensive knowledge of graduate policies and procedures within the department and the university in order to assist prospective students, continuing students, and department faculty. This person also serves as a resource for information on undergraduate policies and procedures as well as day-to-day department functions and so must become knowledgeable in these areas as well. The person in this position must be able to work independently. A clear, calm and diplomatic demeanor is required. This individual provides specialized support to the Director, involving both the day-to-day and long-term operations of the graduate program. This person must have excellent word processing skills, with the ability to create a high volume of documents independently and accurately. This person must also know how to create, manage and utilize multiple databases relating to student records, as well as financial databases. This person must have good writing skills in order to compose correspondence signed by the Director of Graduate Studies.

Minimum Required Qualifications for this position

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

1.High school graduation or equivalent.

2.Two (2) years (24 months) of work experience comparable to the Office Support Specialist level of this series.

Specialty Factors (Additional Required Qualifications)

Education and Experience Preferred

N/A

List the knowledge, skills, and abilities critical to the performance of this position.

  1. Knowledge of administrative and administrative 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 to choose 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.


Working Hours

8 a.m. - 4:30 p.m. M-F

Minimum Pay Rate (Hourly or Monthly)

$13.05-$14.50 per 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

05/11/2022

Closing Date

05/18/2022

Priority Review Date

Special Instructions for Applicants

Application Procedures
  • Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.
  • 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 CivilServiceTesting@niu.edu with Office Manager 2200 in the subject line by the posting deadline.
  • 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 Manager for more information including typical duties, minimum acceptable qualifications, and testing requirements.
  • 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.
Link to Department Homepage

https://www.niu.edu/psychology/index.shtml

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 and Equal Opportunity ( AAEO ) at ada@niu.edu .

Safety Information

NIU provides annual reports on campus security and fire safety.
Quick Link

https://employment.niu.edu/postings/63242

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. * Do you have a certification such as Business/Administrative Technology, Bookkeeping Office Assistant, Office Specialist, Customer Service, etc. or successful completion of 30-59 semester hours in any field? (Please remember to upload a copy of your certification or unofficial copy of your transcript.)
    • Yes
    • No
  3. * What is the highest level of education attained?
    • GED
    • High School Diploma
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • PHD
  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
Applicant Documents
Required Documents
  1. Cover Letter
  2. Resume/Curriculum Vitae
Optional Documents
  1. Transcripts (unofficial with official required at hire)
  2. Transcripts #2 (unofficial with official required at hire)
  3. Other
  4. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)


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