Office Manager

Primary Function

The primary function of the Office Manager is to provide administrative and secretarial support to the Chair, faculty, and to supervise the department staff. This position requires extensive involvement and awareness of all responsibilities and activities. Also, a wide range of knowledge and coordination of academic, operational, administrative policies, and department/college procedures. Extensive knowledge of various software such as Microsoft Office, OnBase, and MyNIU is of great importance in maintaining departmental records.

Duties and Responsibilities (generally)

• Full responsibility for administrative coordination of the department using discretion and independent judgment.
• Report to the Chair but also provides administrative support to faculty and department committees.
• Prepares hiring documentation for faculty, graduate assistants, extra help, and staff.
• Issues assignments, supervises, and assists extra help, graduate research and teaching assistants.
• Provides support in the scheduling of courses and labs each semester.
• Represents the Chair externally in coordinating department administration with: the College of Engineering and Engineering Technology ( CEET ) Dean and the Dean’s Assistant, the Associate Dean of Undergraduate Academic Affairs, Outreach, and Diversity ( UAAOD ) and the Senior Associate Dean of Graduate Programs and Research and their Assistants, the CEET Departments and Programs (Biomedical Engineering, Engineering Technology, Industrial and Systems Engineering, Mechanical Engineering, Mechatronics Engineering), the CEET Business Office, CEET Computer Systems Manager; and NIU Graduate School and Registration and Records.
• Serves as department liaison and represents Chair in maintaining effective communication and cooperation between departments and the college.

Minimum Required Qualifications for this position

1. High school graduation or equivalent

2. Twenty-four (24) months of clerical/office support work experience.

Specialty Factors (Additional Required Qualifications)

Education and Experience Preferred

Due to the present and increasing responsibilities and duties of this office, it is preferred that individual be a highly skilled and efficient person. This person must have a good knowledge of word processing skills and equipment. It is expected the personnel of the department will be accorded loyalty of this person who will have the ability to understand special problems, to keep confidences, to handle public relations skillfully, and act efficiently with minimal loss of time and waste.

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

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)

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

8:00 AM to 4:30 PM; Hybrid Schedule Available

Minimum Pay Rate (Hourly or Monthly)

$13.05/hr

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

05/16/2022

Closing Date

05/27/2022

Priority Review Date

05/27/2022

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.
• The Civil Service examination for this classification is a Credentials Assessment, and is based on your application materials as submitted for this posting. 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. After the application deadline, the names within the top three scores will be referred to the hiring department for interview.
• 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 Manager 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.

Link to Department Homepage

https://www.niu.edu/ceet/departments/electrical-engineering/index.shtml

Physical Demands

• 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.

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.

• 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.

Quick Link

https://employment.niu.edu/postings/63362

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. * How many years of experience do you have in this type of position?
   • 0-1
   • 1-3
   • 3-5
   • 5-7
   • 7+
3. * 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)
   
   
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. Resume/Curriculum Vitae
2. Cover Letter
3. List of References

Optional Documents

1. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
2. Other #2
3. Other