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Office Manager

Employer
Northern Illinois University (NIU)
Location
DeKalb, IL

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Job Details

Working Position Title:

Office Manager

Classification Title:

Office Manager

Position Number:

00001806

Posting Type:

Civil Service

FTE:

1.00

Representation:

Union

Department:

Physics

Primary Function:

The major responsibilities of this position are to provide comprehensive support and administrative services for the Graduate Program, the Director of Graduate Studies, Assistant Chairperson, and the Physics Department.

These services encompass a wide variety of administrative, supervisory, and personnel responsibilities, requiring initiative, managerial skills, and judgment. This person must be able to gain the confidence of and work productively with graduate students. This person must have the capability and inclination to gain the requisite mastery of an intricate and evolving system. This person performs general duties for the Office Administrator in her/his absence. Confidentiality is necessary.

Duties and Responsibilities (generally):

  • This person must exercise independent judgment in performing the tasks that are given by the Director of Graduate Studies, Assistant Chair, Office Administrator or Faculty and be able to set priorities, always within the guidelines established by the Chair and Office Administrator; knowledge and confidence to handle normal office duties in the absence of the Office Administrator.
  • Process Human Resource hiring and change paperwork for Graduate Assistants. Maintain department files for students.
  • Generate departmental reports.
  • Respond to inquiries and coordinate paperwork between prospective students and the department.
  • Enroll students and schedule classes.
  • Coordinate departmental meetings.
  • Perform general office duties including answering phones and emails, mail distribution, assisting students and faculty with questions and needs.

Minimum Required Qualifications for this position:

1. High school graduation or equivalent
2. Twenty-four (24) 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

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

  • Experience with Microsoft office applications.
  • Ability to multi-task.
  • Ability to think and make independent decisions.
  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
  • 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.
  • Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
  • Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
  • Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
  • Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
  • Ability to understand written sentences and paragraphs in work related documents.
  • 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).
  • Ability to apply general rules to specific problems to produce answers that make sense.
  • Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
  • Ability to choose the right mathematical methods or formulas to solve a problem.
  • Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

Working Hours:

Monday through Friday 8:00am-4:30pm

Minimum Pay Rate (Hourly or Monthly):

$13.05 -$14.50/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

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/physics/

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/63347

Organization

Northern Illinois University is a comprehensive research university offering programs from the baccalaureate through the doctorate. Colleges include business, education, engineering and engineering technology, law, liberal arts and sciences, health and human sciences, and visual and performing arts. On-campus enrollment is approximately 18,000 students. The university also offers more than 200 extension courses each semester to students in communities throughout northern Illinois.

The main campus is located in DeKalb, 65 miles west of Chicago's "Loop" and 40 miles southeast of Rockford. In addition to the main campus, NIU has three education centers in Hoffman Estates, Rockford, and Naperville. DeKalb/Sycamore, with a population of about 50,000, is a modern paradox, a rural/urban community. It is simultaneously recognized for its manufacturing and rich farmlands. The site of the first manufacture of barbed wire and the development of hybrid seed corn are evidence of its diversified history. The blend of industry and agriculture, coupled with the cultural and recreational facilities of the university and supplemented by easy access to Chicago and Rockford, provide an enjoyable environment in which to live.

Company info
Telephone
815-753-1000
Location
1425 Lincoln Hwy
DeKalb
Illinois
60115
US

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