at Northern Illinois University in Dekalb, Illinois, United States
Job Description
Hiring Management
- Serves as the College of Law Hiring Manager, liaison and coordinator for all departments within Human Resources. Prepares and submits HR and benefit forms for the Dean. Demonstrate the ability to work under pressure with frequent interruptions.
- Composes or assists with composition of justifications, data/reports.
- Prepares hiring requests for all classifications, and seats/vacates/ terminates/retires/funding changes in the HR Admin Portal or on paper as required. Works with search committees on Admin Portal Search Processes. Prepares offers, additional pay forms, contract extensions, terminations and paperwork for faculty, staff, instructors, visiting professors, graduate assistants, and student help and MOUs.
- Coordinates Searches for Supportive Professional Staff and Civil Service candidates for on-campus interviewing, including coordinating travel plans for external candidates. Prepares reimbursements, schedules, and logistics for all candidates.
Correspondence and Operations Coordination
- Facilitates and maintains correspondence with all external accrediting agencies and associations: The American Association of Law Schools, The American Bar Association, The Illinois State Bar Association, and the U.S. News for the Dean and Associate Dean of the College of Law. Demonstrate the ability to effectively analyze, problem-solve, recommend solutions, and implement action.
- Registers and monitors the AALS accessibility Dashboard for the Dean and the Appointments Committee. Coordinates logistics for the Interview Suite and any required amenities and reservations.
- Downloads AALS Distributions of faculty registration information and resumes, creates, and organizes data bases of registrants and their specific areas of law, processes meeting results and manages initial review for presentation to the faculty on behalf of the Appointments Committee. Corresponds with committees and applicants. Coordinates and supervises the scheduling of screening interviews for faculty candidates. Prepares reimbursements, schedules, and logistics for all candidates.
- Coordinates Faculty Committee selection process. Sends committee preference ballots, receives completed ballots and organizes to a spread sheet for the Dean’s Review.
- In-house contact and monitor for annual Ethics Training and other compliance matters.
- Stay up-to-date with the latest IT trends and technologies, providing insights and recommendations to enhance efficiency and productivity for office use. Demonstrates excellent computer skills with applications including software applications, such as, MS Word, Excel, Blackboard, Zoom, with ability to learn new computer applications.
Administrative Support
- Transcribes, proofreads, and edits letters, memoranda, faculty meeting minutes, and other correspondence and documents.
- Responsible for preparation of agendas, materials and reports, scheduling of committee chairs and general faculty meetings involving the Dean.
- Schedules and/or coordinates faculty meetings and other special meetings, seminars, conferences, and training sessions for staff; acts as faculty meeting secretary including preparing agendas and taking and transcribing minutes in collaboration with the Associate Dean; solicits committee membership
- Assists Associate Dean for Student Affairs with letters of formal notification of academic probation or dismissal from the College of Law, as needed.
- Researches travel plans for the Dean and incoming speakers, as requested. Prepares travel vouchers and check requests for the Dean and visiting speakers.
- Researches and prepares materials for Dean’s speaking engagements in collaboration with Chief of Staff.
- Maintains budget files and correspondence, related to budgets concerning academic personnel and operating staff salaries.
Office Direction and Management
- Directs and manages Administrative Operations for the Dean’s Office. Collects, coordinates, and tracks schedules of staff and departments in the college.
- Makes high level contacts for the Dean of a sensitive nature regarding the routine and non-routine issues internally and externally requiring a high degree of discretion, diplomacy and sensitivity. Demonstrates absolute reliability in matters of confidentiality. Understands the College priorities and goals in order to prioritize issues of urgency and the Dean’s time.
- Answers sensitive or confidential external and internal inquiries to the Dean’s Office and responds to requests for assistance and information from students, faculty, staff, and University personnel. Demonstrate strong customer service skills.
- Serve as the primary point of contact for internal and external stakeholders, ensuring effective communication in coordination with Chief of Staff. Demonstrate the ability to interact effectively with faculty, administrators, staff, students, and guests of the law school using tact, diplomacy and flexibility.
- Manage and prioritize incoming emails, inquiries, and requests, ensuring timely and appropriate responses.
Administrative Liaison
- Acts on behalf of the Dean in matters of administrative detail in the completion of required University reports when necessary
- Works with Director of Facilities to request substantive work orders for repairs and non-routine maintenance or repair assistance. Follows-up on approval, status, and completion of work orders as needed.
- Performs other related duties as assigned.
