Office Manager (0338)

at Northern Illinois University in DeKalb, Illinois, United States

Job Description

Position Information

Working Position Title
 Office Manager (0338)
Classification
 Office Manager
Position Number
 00000338
Open Date
 05/10/2024
Close Date
 05/22/2024
Priority Review Date
Employee Class
 Staff
Full-Time/Part Time
 Full-Time
FTE
 1.00
Position Status
 Regular
FLSA
 Non-Exempt
Job code
 3266
Union Representation
 Union
Union Code 
 AFC - AFSCME C, Local #1890
Unit/Department
 Communication
College/Unit
 College of LA&S Dean
Division
 Academic Division
Location
 WH 210
Link to Department Website or Custom Search Page
 https://www.niu.edu/comm
Position Summary, Requirements, and Qualifications

Overview
With 18 departments and spanning the humanities, social sciences and natural sciences, the College of Liberal Arts and Sciences is the largest of Northern Illinois University'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 Communication offers a B.A. or B.S. in both Communication Studies, Media, and Journalism as well as a Master of Arts in Communication Studies. The department is one of the largest on campus and interacts with virtually every student that attends NIU. This provides the unique opportunity to make a difference in student's lives almost daily.

The office manager works with people in many different roles, graduate and undergraduate students, faculty and staff, mostly from within the Department of Communication, but also with other units across campus. Tasks preform by this position require initiative, managerial skills and good judgement.
Position Summary
The office manager works with people in many different roles, graduate and undergraduate students, faculty and staff, mostly from within the Department of Communication, but also with other units across campus. Tasks preform by this position require initiative, managerial skills and good judgement.
Essential Duties and Responsibilities
Departmental Support - 55%
Create departmental academic courses schedule in NIU student system, under the direction of the Chair and assistant chair, adding sections as and updates as needed.
Work with Registration and Records and ITS if classroom changes as needed.
Serve as a liaison for the department graduate and undergraduate program with other university programs and staff in the College, Graduate School, Human Resources, and Registration and Records concerning the implementation of policies, procedures, timelines, deadlines, and records.
Respond to all incoming correspondence, in a timely manner, with professional, informed responses.
Inform faculty on dates grades are due and follows up with compliance.
Implement the departmental teacher evaluations each semester via NIU student system.
Coordinates with supervisor regarding delivery and retrieval of documents with Testing Services.
Assist with department events throughout the year, including reserving rooms, event announcements, invitations, RSVP correspondence, notifying award recipients, securing plaques and certificates, and designing conference reception programs.
Schedule rooms for departmental use as needed.
Perform other duties as assigned, including supporting other departmental staff and backup during absences.
Backup for payroll.

Administrative Support to Directors of Graduate/Undergraduate Studies - 45%
Assist with the admissions process for the graduate program and monitors the pre-admission database for graduate student information.
Maintains comprehensive files and records for Graduate students.
Receive, process, and track inquiries from prospective graduate students. Acts as the point person for inquiries about the graduate program.
Process offer letters and the necessary paperwork for employment of graduate assistants.
Attend and take minutes for the Graduate Studies Committee Meetings.
Confirm budget records for teaching assistants, with assistance from the Office Administrator.
Using university student system, enrolls graduate students and students-at-large in COMS courses during registration, late registration, and add/drop.
Participate in orientation of new graduate students and acts as a resource person for university regulations, requirements, procedures, and... For full info follow application link.

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.