Office Manager (3279)

at Northern Illinois University in DeKalb, Illinois, United States

Job Description

Position Information

Working Position Title
 Office Manager (3279)
Classification
 Office Manager
Position Number
 00003279
Open Date
 07/16/2024
Close Date
 07/31/2024
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
 Engineering Technology
College/Unit
 College of Eng & Eng Tech Dean
Division
 Academic Division
Location
 EB 321
Link to Department Website or Custom Search Page
 https://www.niu.edu/ceet/index.shtml
Position Summary, Requirements, and Qualifications

Overview
Chartered in 1895, Northern Illinois University (NIU) is a student-centered, regional public research institution with a diverse and international student body of approximately 17,000 students. Located 65 miles from downtown Chicago, in DeKalb, Illinois, NIU is a thriving community of dedicated faculty, staff, students, alumni, local residents and friends. Together, we support the goal of providing upward mobility to our students as well as the opportunity to make an enduring impact on our future.

NIU has a long, rich tradition of academic excellence with a breadth of programmatic offerings that support the academic aspirations of our students. Our nationally and internationally recognized faculty are not only dedicated to advancing their academic disciplines, but, in collaboration with NIU staff, are also focused on providing meaningful curricular and co-curricular experiences that prepare NIU students to be successful in achieving their future goals. NIU is classified by the Carnegie Foundation as a Research University/High Research Activity and a Carnegie Engaged University. NIU offers baccalaureate, master's, doctoral and law degrees across more than 40 academic departments and seven colleges.
Position Summary
Reporting to the college business manager and the department chair, this position provides administrative support to the chair and department faculty; is responsible for department purchasing and monitoring of budget; provides grant and award support to faculty, and manages the undergraduate/graduate student office. The individual in this position will serve as a hiring manager and initiate hiring process for all department hiring; support committees and the accreditation process, as well as assist with financial management and compliance.
Essential Duties and Responsibilities
Administrative Support and Office Operations - 30%
Maintain chair's calendar related to faculty, student, and committee needs.
Open and review incoming mail responding to correspondence on behalf of the Chair as appropriate. Send emails on behalf of the Chair, when appropriate.
Draft memos and ensure documents are prepared correctly and needed signatures are gathered.
Prepare forms for the Chair's approval and signature.
Maintain confidential files for the department including Human Resource, student, and purchasing records, with confidentiality according to FERPA and NIU record retention policies.
Draft agenda, attend meetings, take minutes, and provide draft minutes report for review and approval.
Schedule meetings with faculty and staff as needed.
Conducts the department's annual property control inventory verification.
Creates and processes payroll for hourly and salaried personnel.
Assist in developing semester course schedules.
Submit course registration documents, review final documents for publication in MyNIU and notify faculty of course offerings.
Provide past textbook usage to faculty to assist with quantity calculations and order textbooks for courses.
Assist the Chair and faculty with data retrieval using queries.

Budget and Financial Administrative Support - 20%
Order supplies, equipment, and materials as needed following University Procurement policies including but not limited to check requests, journals, purchase requisitions, and travel vouchers.
Hold a commercial card and allocate transactions and maintain records per commercial card policies.
Monitor departmental cost centers budgets and expenditures, prepare and provide financial reports, report balances and variances to the Chair, and resolve discrepancies with the College business office.
Assist the Chair with budget development as needed.

Personnel... 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.