Office Administrator (2666)

at Northern Illinois University in DeKalb, Illinois, United States

Job Description

Position Information

Working Position Title
 Office Administrator (2666)
Classification
 Office Administrator
Position Number
 00002666
Open Date
 07/31/2024
Close Date
 08/14/2024
Priority Review Date
Employee Class
 Staff
Full-Time/Part Time
 Full-Time
FTE
 1.00
Position Status
 Regular
FLSA
 Non-Exempt
Job code
 3253
Union Representation
 Union
Union Code 
 AFC - AFSCME C, Local #1890
Unit/Department
 Public Administration
College/Unit
 College of LA&S Dean
Division
 Academic Division
Location
 IA 215
Link to Department Website or Custom Search Page
 https://clas.niu.edu/clas/public-administration/
Position Summary, Requirements, and Qualifications

Overview
With 18 departments and 5 centers spanning the humanities, social sciences and natural sciences, the College of Liberal Arts and Sciences is the largest of NIU'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 mission of the Department of Public Administration is to improve the quality of life for all in local communities by strengthening professional and ethical public and nonprofit management through teaching, scholarship and community engagement. We offer graduate courses in public administration to enhance the knowledge, skills and leadership capacity of individuals pursuing public service careers.
Position Summary
The primary role of this position is to serve as staff assistant to the Chair of the Department, provide administrative support for the operational and organizational staff, and to serve as secretary to the faculty of the Department of Public Administration.The office administrator sets daily, weekly, monthly and yearly goals for himself/herself in consultation with the Chair and office staff. Requires occasional offsite work with a modified schedule to support student, faculty, and alumni events.

Essential Duties and Responsibilities
Personnel Administration

Works closely with Chair and search committee to coordinate all faculty and staff searches, including placement of advertisements, correspondence with applicants, scheduling and arranging interviews with faculty, alumni, students, and appropriate university units, preparing affirmative action reports, acquiring and filing appropriate paperwork for payroll, providing information for new hires.
Coordinates with the Chair and Assistant to the Chair.
Develops and tracks annual graduate assistant obligation reports for the college.
Maintains financial position report used to designate position numbers for hiring graduate assistants.
Conducts hiring process of all graduate assistants with contracts and Instructors (PeopleAdmin, Contracts, HR paperwork).
Implements the approved Instructional Staffing Plan with the financial position report to designate position numbers for hiring instructors.
Tracks and secures permission to teach graduate courses from CLA&S and Graduate School for all instructors.
Coordinates with the Assistant to the Chair to generate customer invoice requests using customer contracts.
Maintains and tracks corresponding financial reports to ensure the externship cost center is balanced. Works with Assistant to the Chair to resolve any discrepancies.
Processes payroll and benefits forms for regular and temporary faculty, including all employee time cards, and faculty benefit statements.

Department Operations

Coordinates with the Chair and Assistant to the Chair, enters course schedules each semester into the MyNIU system.
Maintains course schedules, collects and files grade rosters, and directs the course evaluation process for all courses offered. Coordinates as needed with SPGA, POLS, NNGO, and other university offices.
Insures faculty, staff, and graduate assistants comply with annual ethics training and other requirements under applicable state and university regulations (e.g., Title IX / Implicit Bias).
Responsible for creating reports generated by Department database for regulatory, accreditation, and other purposes as requested by Chair.
Records minutes of faculty meetings and retreats, provides draft to faculty after initial review by Chair, generates task list off the minutes to distribute to faculty for follow-up.... 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.