Business/Administrative Associate (3507) | Northern Illinois University
Northern Illinois University
Location
Dekalb, IL | United States
Job description
Full-Time/Part Time: Full-Time
Overview:
The Division of Outreach, Engagement and Regional Development ( OERD ) is an exciting, dynamic and innovative division within NIU , with many departments and many really exciting projects. OERD is largely responsible for generating its own revenue and we succeed by applying best business practices. Departments in OERD include Northern Public Radio ( NPR ), Education Systems Center, the Center for Early Learning Funding Equity ( CELFE ), the Center for Governmental Studies ( CGS ), Illinois Interactive Report Card, Northern Illinois Center for Nonprofit Excellence ( NICNE ), OSHA Training Center, Center for P-20 Engagement, STEM , STEAM , Center for Child Welfare and Education, Upward Bound, Continuing & Professional Education, MTSS and others. This position assists with financial and administrative functions within these departments with a particular focus on the NPR radio station.
Position Summary:
The primary function of this position is to manage the financial and administrative transactions for programs within OERD departments, both independently and under the supervision of a senior business associate. This position is responsible for the entry and follow-up for Purchase Requisitions, P-Card (commercial card) purchases and allocation, payroll, Human Resource portal entries, check requests, journals, invoicing and other financial/business tasks for OERD departments. This position will have a particular focus on the NPR radio station, handling business matters and serving as point person for the annual external audit.
This position must be familiar with the mission of each of OERD departments and know the specific Financial Management Service requirements of local, general revenue, grant and foundation funding. This position requires business acumen to establish the appropriate paperwork for subcontracts, works closely with the subcontractors, and ensures all invoices and payments are completed in a timely manner. The position also works with Project Managers on invoicing. Some departments in OERD are located in Chicago; this position is housed on the main DeKalb campus and will liaise with off site programs.
This position requires a high level of organizational and coordination skills, ability to successfully multi-task, and attention to detail.
Essential Duties and Responsibilities:
NPR Management
- Handles AP, purchases, lease management, grant management for NPR radio station.
- Serves as point person for external audit that is required by the Corporation for Public Broadcasting ( CPB ); enters into the CPB system.
- Categorizes all expenses for audit.
- Sends requests to internal colleagues for audit information.
- Coordinates grant spending for CPB (2 grants per year), Illinois Arts Council Agency (4 grants per year); and the Northern Illinois Radio Information Service ( NIRIS ) grant (1 per year).
P Card Management
- Manages Procurement Card transactions, allocations.
- Manages P Card transactions for Northern Public Radio, making quarterly journals to allocate funding per external audit requirements.
Purchase Requisition Management
- Oversees the purchase requisitions.
- Follow-up with Procurement and with vendor.
- Manage invoice submittals.
Business Administration
- Assists senior business associate with budget and administrative issues.
- Determines what transaction is needed then preparing and submitting paperwork, entering into the HR portal, reviewing Peoplesoft reports to ensure proper allocations; managing ongoing agreements including preparing and submitting invoices, collecting, analyzing and reporting information for special requests by Department Directors, Division Vice President, etc.
- Advanced understanding of financial and administrative processes and requirements, Accounts Payable and Accounts Receivable, and advanced knowledge/skills with NIU accounting systems.
Payroll
- Collects timesheets, Benefit Usage Reports for several departments; enters into Payroll.
- Sends calendar to employees with dates for timesheet deadlines.
Specialty Factors (Civil Service):
N/A
Minimum Required Qualifications (Civil Service):
- Bachelors Degree
- At least 2 years' experience with policies and procedures governing accounts payable, accounts receivable, journals, procurement, cost center reconciliation, grants, foundation, general revenue and local cost center budgeting and allocation
- At least 2 years' experience in Microsoft programs, Peoplesoft financial management.
- Proven experience making independent decisions on financial and administrative matters.
Minimum Required Qualifications (SPS):
N/A
Salary: $55,000 - $65,000 annually
Application Procedure:
Required Procedures:
- 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. Important: Please upload any unofficial transcript(s) and/or documentation that verifies any education, experience, and/or training you have received.
- If eligible for Veteran's Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application to receive the maximum eligible points on the Civil Service examination.
- 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 position. 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.
- 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.
- Illinois residency required within 180 days of the hire date.
Credentials Assessment Examination:
- The examination for this position is a Credentials Assessment and is based on your application materials as submitted for this posting. A Credential Assessment is a rating by the Human Resources Office of an applicant's/employee's education, experience, and special credentials/qualifications (licenses, etc.). Applicants are required to upload documentation to verify the minimum qualifications for this position has been met.
- Required documentation noted in the posting, such as a driver's license, licensures, or certifications MUST be uploaded with your application materials.
- After assessment of all qualified applicants has been completed for this position, the names with the top three (3) scores will be referred to the hiring department for interview.
Additional Details:
- Click on Business/Administrative Associate for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
- Applicants who may assume they do not meet the exact minimum qualifications are still invited to apply. Within the application documents, applicants should be sure to explain how their credentials and related qualifications address the requested minimum requirements.
- Please click on 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.
EEO Statement Summary:
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] 815-753-5560
About Northern Illinois University
Northern Illinois University's vision is to be an engine for innovation to advance social mobility; promote personal, professional and intellectual growth; and transform the world through research, artistry, teaching and outreach.The mission of Northern Illinois University is to empower students through educational excellence and experiential learning as we pursue knowledge, share our research and artistry, and engage communities for the benefit of the region, state, nation and world.
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