at Northern Illinois University in DeKalb, Illinois, United States
Job Description
Position Information
Working Position Title
Office Manager (3030)
Classification
Office Manager
Position Number
00003030
Open Date
05/14/2024
Close Date
05/29/2024
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
Latino Resource Center
College/Unit
Latino Resource Center
Division
Office of Diversity
Location
LC
Link to Department Website or Custom Search Page
https://www.niu.edu/lrc/index.shtml
Position Summary, Requirements, and Qualifications
Overview
The Latino Resource Center is looking for a reliable experienced Office Manager. They will undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently. The ideal candidate will be competent in prioritizing and working with little supervision. They will be self-motivated and trustworthy. The office manager ensures smooth running of our department and contributes in driving sustainable growth.
Position Summary
The Office Manager will serve as administrative support to the Director of the Latino Resource Center. Assist the Director and Assistant Director in matters of administrative details relating to managing the Center. Responsible for the smooth, efficient, and effective operation of the office. Has a working relationship and share some costs with the Center for Latino and Latin American Studies Excellent oral and written communications skills and strong computer skills are essential. Ability to make a timely analysis of problems and develop viable solutions with focus, organization, and tact.
Essential Duties and Responsibilities
Administrative and Financial Operations
Responsible for the bookkeeping associated with all expenditures and transfers in the Center's accounts using PeopleSoft. Advise the Director about the availability of funds and projected expenses.
Work with the Director in preparing and managing the department's annual budget.
Serve as an authorized signatory for departmental fiscal matters, including: purchase orders, check request forms, requests for transfer of funds, P-Card purchases, etc. that have been pre-approved by the Director. (Monetary limitations for signatory authority are set by the Director.)
Maintain all confidential department files.
Purchase supplies needed for the office and special events through Central Stores or with P-Card. Allocate P-Card usage, maintain spend and transaction reports for the Director
Maintain water cooler records and share funding with the Latino and Latin American studies.
Co-supervise a highly used computer lab, including evening hours. Contacts IT for lab support when necessary. Assist in keeping the SMART Classroom AV equipment functioning in coordination with the Center for Latino and Latin American Studies.
Update Latino Resource Center bulletin boards in the Atrium and Computer Lab with NIU event announcements.
Responsible for Latino Resource Center key distribution and key control records.
Open and lock the building. Lock the computer lab on days when the computer lab is not open.
Review and edit the Center's documents, such as Newsletters flyers/brochures, posters and announcements for content, spelling, punctuation, and format.
Coordinate travel arrangements and itineraries for the Director and Assistant Director as well as for Center guest when appropriate.
Research and reports on University policies for the Director, when directed, and obtains clarification of policy from the administration.
Establish procedures for paper flow that conform to the universities policy and insures rapid processing.
Work together with the Latino and Latin American studies with scheduling Latino Center room usage.
Reconcile Director's monthly purchase card.
Department Communication and Support
Prepare correspondence, forms, labels, work schedules, mail-merge for mass mailings, reports and/or meeting minutes.
Monitor the Latino Resource Center website and advises the Director of necessary changes and updates on the website and social media outlets.
Proficient with Microsoft Excel, PowerPoint, as well as use of MyNIU, Peoplesoft, OnBase queries, Internet Explorer, and/or other Search Engines for research purposes.
Use electronic... 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.
