Office Administrator

Job description

Position Title:

Office Administrator

Position Number:


Working Position Title:

Office Administrator

Posting Type:

Civil Service







Primary Function:

The Department of Accountancy is seeking a strong communicator who is comfortable using office productivity tools to serve as the primary office administrator to assist the Chair and manage the office. The candidate must have strong attention to details and be able to juggle a wide range of tasks independently. The individual must demonstrate confidentiality, compassion, and a solution-oriented mind-set. The ability to communicate and work with alumni, faculty, staff, and students is a must.

Duties and Responsibilities (generally):

As the primary office administrator in the Department of Accountancy responsibilities include, but are not limited to, the following:

• serving as personal and confidential assistant to the Chair, assist with Chair’s correspondence with students, staff, alumni, and others, organizes faculty meetings and ensures that all materials are prepared in timely manner.

• preparing and maintaining all faculty merit/promotion/tenure, and sabbatical reports as well as personnel files for all staff, student workers and graduate assistants;

• initiating and processing all employment papers for hire and rehire;

• assisting the chair with the search process for hiring new faculty.

• managing all deposit and payment requests for accounts in the Department;

• updating and maintaining department class schedule in MyNIU

• posting annual scholarship awards through several Scholarship Accounts and Academic Works.

• managing the arrangements and contracts for department events including the Annual Accountancy Scholarship Banquet, the Accountancy Outstanding Alumni Banquet and dinner, the Community College Symposium, departmental Career Fairs, and other events as needed.

• overseeing all office functions

• supervising office support staff, student help, and department graduate assistants;

• completing special tasks as requested by Chair

Minimum Required Qualifications for this position:

1.High school graduation or equivalent
2.Any one of the following types of preparation:
(a)Forty-eight (48 months) of clerical/office support work experience comparable to that performed at the Office Support Specialist level of this series or in other positions of comparable responsibility.
(b) Twenty-four (24 months) of clerical/office support work experience comparable to that performed at the Office Manager level of this series or in other positions of comparable responsibility.

Education and Experience Preferred:

Substantial experience in office environment which requires ability to work with many constituents.

•Office experience within a higher education setting.
•Associate degree.

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

1.Communicating with Supervisors, Peers, or Subordinates – Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
2.Computer Skills – Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
oAccounting, Calendar/Scheduling, Database, Word Processing, Spreadsheet software
3.Performing Administrative Activities – Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
4.Obtaining Information – Observing, receiving, and otherwise obtaining information from all
relevant sources.
5.Establishing and Maintaining Interpersonal Relationships – Developing constructive and
cooperative working relationships with others.
6.Communicating with Persons Outside Organization – Communicating with people outside the
organization, representing the organization to the public, government, and other external sources.
This information can be exchanged in person, in writing, or by telephone or e-mail.
7.Organizing, Planning, and Prioritizing Work – Developing specific goals and plans to prioritize,
organize, and accomplish your work.
8.Documenting/Recording Information – Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
9.Identifying Objects, Actions, and Events – Identifying information by categorizing, estimating,
recognizing differences or similarities, and detecting changes in circumstances or events.
10.Written and Oral Comprehension – The ability to read and listen/understand information and
ideas presented in writing or orally.
11.Oral Expression – The ability to communicate information and ideas verbally so others will understand.
12.Written Expression – The ability to communicate information and ideas in writing so others will understand.

Working Hours:

Mon - Fri 8 am - 4:30 pm, some nights and weekends.

Minimum Pay Rate (Hourly or Monthly):


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:


Closing 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 [email protected] and [email protected]. 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 Administrator 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.

Link to Department Homepage:

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
[email protected]

Is Background Check Required:


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 [email protected].

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 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 or by contacting the Environmental Health and Safety Department at 815-753-0404 to receive a hard copy.

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Job No:
Posted: 5/2/2021
Application Due: 5/16/2021
Work Type: Full Time