at Northern Illinois University in DeKalb, Illinois, United States
Job Description
Position Information
Working Position Title
Office Support Specialist (PART-TIME POSITION) (3931)
Classification
Office Support Specialist
Position Number
00003931
Open Date
05/13/2024
Close Date
06/04/2024
Priority Review Date
Employee Class
Staff
Full-Time/Part Time
Part-Time
FTE
.53 - 20 hours per week
Position Status
Regular
FLSA
Non-Exempt
Job code
3243
Union Representation
Union
Union Code
AFC - AFSCME C, Local #1890
Unit/Department
N Ill Ctr Non-Profit Exc
College/Unit
N Ill Ctr Non-Profit Exc
Division
Outreach Engagemt Regl Dev Dv
Location
SP 146
Link to Department Website or Custom Search Page
https://www.niu.edu/nicne/index.shtml
Position Summary, Requirements, and Qualifications
Overview
NICNE (Northern Illinois Center for Nonprofit Excellence) has been providing capacity building support to regional nonprofits since 2014 offering a wide array of programs and services. NICNE is the regional resource for nonprofit leaders and boards of directors.
NICNE is seeking an administrative support person to ensure efficient operation of the NICNE office in Rockford, Illinois. The position supports the CEO, COO and Program Coordinators through a variety of tasks related to the organization and communication within and outside of the office. The Office Support Specialist is responsible for maintaining confidentiality and delivering time-sensitive work. Experience working in an office environment is necessary.
This position is located at the NIU Rockford facility.
Position Summary
The Office Support Specialist duties and responsibilities include providing administrative support to ensure efficient operation of the office. The position supports the CEO, COO and Program Coordinators through a variety of tasks related to the organization and communication within and outside of the office. The Office Support Specialist is responsible for maintaining confidentiality and delivering time-sensitive work. Experience working in an office environment is necessary.
The person in this position will be able to effectively communicate via phone and email, and ensure all Office Support Specialist duties are completed accurately and delivered with high quality and in a timely manner. The Office Support Specialist will be required to rely on experience and judgment to plan and accomplish goals and will be required to work independently to complete tasks. Position reports to the Chief Executive Officer of NICNE.
This position is located at the NIU Rockford facility.
Essential Duties and Responsibilities
Admin support
Provide administrative support for CEO and COO
Answer and direct phone calls
Schedule appointments/rooms and refreshments
Print and compile needed materials
Summarize program evaluation and community conversations
Ensure efficient office processes
Generate reports as requested
Transcribe meeting notes
Develop and maintain a filing system - occasional
Order supplies and maintain supply inventory
Coordinate office procedures occasional
Make travel arrangements occasional
Greet participants and guests
Organize file systems occasional
Respond to emails
Draft correspondence, as requested
Proofread newsletters and correspondence
Collect and file W-9 forms occasional
Participate in weekly staff meetings
Data support
Update and maintain CRM database records
Maintain Mailchimp lists
Financial support
Prepare and monitor invoices
Make and track deposits
Track Eventbrite and PayPal deposits
Develop and maintain a payable tracking system
Work with accounting partner to reconcile financial reports
Collect and share audit materials with NICNE auditor, as directed
Minimum Required Qualifications (Civil Service)
CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER
High school diploma or equivalent.
Any one or combination totaling two (2) years (24 months) from the categories below:
College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent:
30 semester hours equals one (1) year (12 months)
Associate's Degree (60 semester hours) equals eighteen months (18 months)
90 semester hours equals two (2) years (24 months)
Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
Work experience performing office/clerical activities, including the use of computer... 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.
