Northern Illinois University Looking for Office Manager, School of Family and Consumer Sciences (2984) Full Time

Classification Title: Office Manager

Close Date: 07/05/2023

Business Unit Description: Civil Service

Full-Time/Part Time: Full-Time

Position Status: Regular

FLSA
Non-Exempt

Union Representation: Union

Union Code: AFC – AFSCME C, Local #1890

Unit/Department: Family & Consumer Sciences

College/Unit: College-Hlth & Human Sci Dean

Division: Academic Division

Location: WZ 118

Link to Department Website or Custom Search Page: https://www.chhs.niu.edu/facs/index.shtml

Overview

The School of Family and Consumer Sciences (FACS) at Northern Illinois University seeks applications for an Office Manager to begin in June 2023. The position is housed the School of Family and Consumer Sciences (FACS) in support of academic programming. FACS has 14 full-time faculty members and three supportive professional staff and offers two undergraduate degrees and one Master’s degrees (https://www.chhs.niu.edu/facs/index.shtml) with specializations in Marriage and Family Therapy and Leadership in Aging Studies. The School also houses a Couple and Family Therapy Clinic and a Child Development and Family Center. Northern Illinois University is a Doctoral/Research extensive university with a diverse student body of over 17,000, located 65 miles west of Chicago.

Position Summary

This position is primary support for the Family and Consumer Sciences (FACS) Administrative Aide and is 1 of 2 administrative support positions in FACS. This person serves as critical support for a variety of functions.

Essential Duties and Responsibilities

Duties and responsibilities include, but are not limited to the following:

Office Operations:

• Initiate and monitor purchase orders submitted by FACS for procurement of goods and services.
• Coordinate the inventory processes and inventory tagging for FACS and auxillary units
• Respond to inquiries requesting information on requirements for various majors, schedule concerns, class enrollments, etc.
• Assist Faculty with daily office needs and address issues as appropriate.
• Maintain and purchase all necessary office supplies for department.

Scheduling and Registration:

• Under direction of the school chair, associate chair, and coordinators prepare semester schedules, and finalize information in MyNIU.
• Facilitate registration in undergraduate and graduate courses.
• Monitor enrollment in restricted courses.
• Balance section enrollments.
• Process requests for admission to closed sections, upon approval of chair, associate chair, or area coordinators.

School Curriculum Committee:

• Serve as secretary in taking and transcribing meeting minutes.
• Preparing materials for submission to College Curriculum Committee.
• Maintain record of minutes from all Curriculum Committees [School, College, University, and -Graduate School and for tracking and verification of yearly catalog revisions.
• Follow up on all curriculum items as they proceed through the curriculum process.
• Collect electronic copies of syllabi from all faculty each semester for posting on the college shared drive.
• Coordinate book order requests and liaison with campus bookstore.

Human Resource Processing:

• Serve as hiring manager for all People Admin processing
• Initiate position updates, position requests, refill requests, and hiring proposals
• Submission of PAF and PRF transactions
• Assisting with the maintenance of departmental human resources files
• Initiating and monitoring add pay requests for FACS
• Providing support for onboarding of new FACS employees including collection of hiring documents and key requests
• Monitoring contractual processing for part-time instructors.

School Event Support

• Assist HDFS Program Coordinator plan and oversee student support for the key school events including Internship Programs/ Orientations, new majors’ meetings, admitted students and FACS Achievers’ Reception.
• Support school student organizations (i.e. FIO, NCFR, NAEYC)
• Clerical needs for events
• Room reservations

Graduate Program Support

• Assist associate chair, program coordinator and graduate program directors in support of graduate programs.
• Support admissions review processes:
  • Includes interacting with Onbase
  • Creating graduate application folders for faculty review
  • Marketing of programs.
  • Create and send acceptance or denial letters to applicants.

Minimum Required Qualifications (Civil Service)

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the Office Manager classification.

Knowledge, Skills, and Abilities (KSAs) (Civil Service)

Classification-specific Knowledge, Skills and Abilities (KSAs)

1. Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
2. 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.
3. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
4. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
5. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
6. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
7. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
8. Ability to understand written sentences and paragraphs in work related documents.
9. 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).
10. Ability to apply general rules to specific problems to produce answers that make sense.
11. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
12. Ability to choose the right mathematical methods or formulas to solve a problem.
13. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

Position-specific Knowledge, Skills and Abilities (KSAs)

1. Work independently by setting priorities within the framework of required deadlines.
2. Follow tasks to completion.
3. Ability to act professionally under conditions of stress, work in high traffic office with frequent interruptions, process written and oral communication, and comprehend information.
4. Accuracy, confidentiality, good communication, organizational, computer, and problem solving skills are critical assets.

Specialty Factors (Civil Service)

None

Preferred Qualifications (Civil Service)

None

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements

• Regular office related duties
• Sitting for extended periods of time
• Using computer/electronic equipment for extended periods of time
• Occasional lifting and moving items weighing up to 25 lbs.

Anticipated Appointment Start Date
7/16/2023

Percent of Staff Year
1.00

Standard Hours Per Week
37.50

Salary
$30,225.00-$34,125.00

Hourly or Semi-monthly Pay Rate/Range
$15.50-$17.50 per hour

Earn Type
Hourly

Application Procedure

Application 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.
   • 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.
2. 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.
3. 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.
4. 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
• 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 Manager for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing 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.

Quick Link to Applicant
https://employment.niu.edu/postings/72237

Is Background Check Required?
Yes

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

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 [email protected].

Safety Information

NIU provides annual reports on campus security and fire safety.

Read the Annual Safety and Security Report. Contact the Ethics and Compliance Office at 815-753-1649 for a hard copy.

Read the Fire Safety Report. Contact the Department of Environmental Health and Safety at 815-753-0404 for a hard copy.

Position Number: 00002984