Office Administrator

Job description

Position Title:

Office Administrator

Position Number:


Working Position Title:

Office Administrator

Posting Type:

Civil Service






College of LA&S

Primary Function:

The person in this position provides support to the Business Administrative Associate, Assistant Dean, and Associate Deans in carrying out the duties associated with their respective lines of responsibility as they relate to the oversight and coordination of personnel policies and procedures. The person in this position interprets, advises on and independently implements university policy while maintaining, reviewing, analyzing, and processing data.

Duties and Responsibilities (generally):

Initiates, analyzes and implements a variety of personnel-related systems including recruitment, classification and compensation, employment processes, policies, and procedures.
Coordinates, generates, reviews, and monitors all faculty, instructors and Supportive Professional Staff (SPS) personnel-related paperwork with regard to fiscal viability and account accuracy. Assure strict adherence to Academic Policies and Procedures Manual guiding principles before approvals.
Serves as college-to-department liaison.
Coordinator of personnel related hiring policies and procedures with units.
Maintains an overview of personnel-related deadlines, including updates and/or changes to college and/or university policies and procedures
Oversees the upkeep and maintenance of numerous databases, including the college’s personnel database, used to track all faculty, instructor and SPS personnel information, the college’s salary study database, used to track all professorial faculty member’s salary, rank and merit/award information from the point of initial hire to separation from NIU, the instructional staffing expenditures database, and the college’s University Professionals of Illinois Instructor rosters.
Researches, compiles, and manages reports as needed or requested.
Reconciles instructional staff expenditures and general college expenditures for the college monthly.
Prepares and/or presents materials for meetings and presentations.
Backup for civil services personnel actions and graduate student personnel actions.
Support the general administration of the College office, including covering vacant positions or assisting other staff as needed

Minimum Required Qualifications for this position:

1. High school graduation or equivalent
2. Any one or any combination 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:

Advanced Excel Skills including experience with formulas, hyperlinks and pivot tables
Experience creating and maintaining Databases
Excellent communication and writing skills
Experience with hiring and human resource processes.

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

Advanced Excel Skills including experience with formulas, hyperlinks and pivot tables
Experience creating and maintaining Databases
Excellent communication and writing skills

Working Hours:


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.
  • 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:

College of Liberal Arts & Sciences

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: 5/7/2021
Work Type: Full Time