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Location

Dekalb, IL | United States

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Job description

Full-Time/Part Time: Full-Time

Overview:

With 19 departments spanning the humanities, social sciences and natural sciences, the College of Liberal Arts and Sciences is the largest of NIU's six undergraduate colleges. By the nature of our mission, we touch virtually every new student to the university, regardless of their major, through the wide array of general education courses housed within our departments.

The Department of Earth, Atmosphere and Environment ( EAE ) utilizes the natural links between geology, geography, and atmospheric science to strengthen connections between the department and students. EAE programs build upon their strengths in traditional areas, while expanding into new and emerging areas. The Office Administrator will play a vital role contributing to the department and supporting EAE students, and the department's mission, vision and goals.

Position Summary:

The Office Administrator is responsible for the oversight and maintenance of the Department of EAE's budget and administrative operations and functions. The position reports directly to the department's Chair.

Essential Duties and Responsibilities:

Financial Management and Administration

• Budgets
  • Establishes and maintains financial record keeping systems for all departmental accounts, including the general revenue budget, external grant accounts, NIU Foundation accounts and local fund accounts such as student laboratory fees and analytical laboratory user fees.
  • Uses appropriate university financials systems to dynamically monitor and monthly report on balance and spending in all of the Department's financial accounts.
  • Works with Chair and departmental advisory committee to wisely plan spending of departmental funds, and to adapt to necessary emergency spending.
  • Processes all invoices, check requests, fund transfers and deposits, donations and expense reimbursements for all department, grant and Foundation cost centers.
  • Verifies budget reports related to telecommunications, transportation, the general accounting office and work orders

• Purchasing
  • Serves as Requestor and Approver as appropriate all purchase requests originating in the Department.
  • Manages departmental P-card accounts, ensuring proper use, allocation of spending to appropriate budget lines and submission of required monthly reports.

Department Administration

• Prepares and submits, as requested or required by the University or College, or assists with the submission of reports and requests related to annual Tenure, Promotion and Sabbatical requests.
• Serves as liaison between department faculty, supportive professional staff, and university offices such as Sponsored Projects Administration, Accounting, Procurement, Human Resources and CLAS Business Office.
• Works with faculty to manage the Department's summer field schools.

Research and Teaching Facilities Administration

• Collaborates with Lab Manager and supportive professional staff to manage and maintain income and expense records for cost centers dedicated to analytical laboratory facilities. Handles billing of invoices and collection of payments, including deposits and journal preparation, for NIU users of facilities and equipment housed in the department, generates and submits financial reports required for recharge centers by Sponsored Projects Administration.
• Collaborates with Lab Manager to purchase consumables and parts that are required to operate and maintain laboratory, teaching and field equipment. Collaborates with Chair and Lab Manager to evaluate annual cost-to-operate data and assess whether increases in analytical service fees are warranted

Personal Administrative Assistance

• Assists, as requested by the Chair, with the generation and organization of financial data and reports needed for program review, program prioritization, and fundraising.
• Participates in interviews of new office support staff and collaborates with Chair and Assistant Chair to make hiring decisions of office staff and student workers.
• Trains and supervises department office support staff; collaborates with the Chair to establish procedures and priorities for staff work assignments and schedules; provides input to the Chair regarding staff performance evaluations.

Specialty Factors (Civil Service):

None

Minimum Required Qualifications (Civil Service):

1. High school diploma or equivalent.
2. Any one of the following from the categories below:
   1. Four (4) years (48 months) of work experience comparable to that of an Office Support Specialist
   2. Two (2) years (24 months) of work experience comparable to that of an Office Manager

Minimum Required Qualifications (SPS):

N/A

Salary: Commensurate with experience and qualifications. NIU offers a robust benefits package.

Application Procedure:

Required Procedures

1. 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.
2. 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.
3. 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.
4. 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.
5. Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.

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 Office Administrator 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.

Connections working at Northern Illinois University

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