Office Support Specialist (2159)

at Northern Illinois University in DeKalb, Illinois, United States

Job Description

Position Information

Working Position Title
 Office Support Specialist (2159)
Classification
 Office Support Specialist
Position Number
 00002159
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
 3243
Union Representation
 Union
Union Code 
 AFC - AFSCME C, Local #1890
Unit/Department
 Computer Science
College/Unit
 College of LA&S Dean
Division
 Academic Division
Location
 PM 460
Link to Department Website or Custom Search Page
 https://www.cs.niu.edu/
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.

The Department of Computer Science itself counts over 700 undergraduate majors and approximately 70 M.S.. and Ph.D. students, and continues to grow every year. The department is the second largest within the College and touches many more students across campus regardless of their major. The ever-changing world of computing ensures constant evolution in teaching content and areas of research.
Position Summary
The Office Support Specialist is responsible for the day-to-day operation and functions relating to the office of the Undergraduate Advisor/Assistant to the Chair in the Computer Science Department. This position serves as a liaison for, and assists on behalf of, the Undergraduate Advisor/Assistant to the Chair in conducting business within the department and across the university. This position also reports to the Assistant Chair for the hiring and management of the department's large Undergraduate Fellow teaching and grant-funded staff.
Essential Duties and Responsibilities
Administration of Undergrad Fellow Programs

Assists in the administration (budget planning, tracking, and distribution of funds) of full-time teaching and research Undergraduate Fellows.
Assists in identifying and acquiring additional revenue sources and communicates the funding sources for other Undergraduate fellowships (ie Federal work-study programs), start-up funding, interdepartmental and external research grants, etc., to maximize the efficiency of budget use.
Prepares and signs all hiring contracts and other hiring documents for Undergraduate Fellows on behalf of the Department Chair and/or Assistant Chair; and works directly with Human Resources, the International Student and Scholar Office, and CLAS on all personnel-related items.
Works independently with student employees to resolve a variety of problems that arise relating to such issues as course assignments, employment eligibility, international student work documents, pay schedules, contracts, etc.; assesses the complexity of these problems and determines which cases can be resolved directly and which should be referred to the Assistant Chair, Undergraduate Advisor/Assistant to the Chair, or an office outside of Computer Science.

Primary Resource for Department's Undergraduate Programs

Assesses issues presented independently, provides direct assistance when appropriate, and refers other issues to the Undergraduate Advisor/Assistant to the Chair.
Maintains confidential departmental records of all Undergraduate students.
Serves as the first point of contact to provide information and answer questions from prospective students on all aspects of multiple program emphases within the department.

Administrative Management of Department Office Processes

Provides first-line coverage in the reception area.
Staffs the front desk and handles multi-line telephone inquiries.
Processes mail and fulfills everyday copy requests for all department members.
Makes appointments for the Undergraduate Advisor/Assistant to the Chair.
Maintains up-to-date awareness of and communicates department policies and procedures regarding Undergraduate program requirements and registration.
Provides support for the Department Chair in the absence of, or in conjunction with the Office Administrator and Office Manager.

Management of Department Keys

Manages the keys assignments for all TA and RA offices and labs.
Conducts the TA office assignment meeting each semester.
Places encumbrances on student... 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.