Office Administrator (2900)

Northern Valley Indian Health; Ebach; Vor Ort; EUR 35.000 - 45.000; Vollzeit

Zusammenfassung

A public health organization based in Bayern, Ebach is seeking an Administrative Support Coordinator to manage departmental operations. Responsibilities include providing administrative support to department leaders, overseeing budget management, and assisting students with their educational needs. Ideal candidates will possess strong organizational, communication, and financial management skills. A high school diploma is required, and familiarity with university systems is preferred.

Qualifikationen

• Experience in administrative support and management.
• Competency in budget handling and financial reports.
• Strong customer service orientation.

Aufgaben

• Provide administrative support to department chair and faculty.
• Manage purchasing, budget monitoring, and grant support.
• Assist students with registration and advising.

Kenntnisse

Organizational skills

Communication skills

Budget management

Customer service

Ausbildung

High school diploma or equivalent

Tools

PeopleSoft

MyNIU

Jobbeschreibung

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Link to Department Website or Custom Search Page

Position Summary

Reporting to the department chair and the college business manager, this position provides administrative support to the department chair and faculty within the Electrical Engineering Department and to the Biomedical Engineering program director and faculty; it is responsible for department and program purchasing and monitoring of budget; provides grant and award support to faculty, and manages the undergraduate/graduate student office for the Electrical Engineering department and Biomedical Engineering program. The individual will serve as a hiring manager, initiate the hiring process for all department and program hiring, support committees and the accreditation process, and assist with financial management and compliance. This is an on‑campus, student‑facing position.

Essential Duties and Responsibilities

Administrative Support & Office Operations – 30%

• Maintain the chair’s calendar related to faculty, student, and committee needs.
• Open and review incoming mail, responding to correspondence on behalf of the chair and program director as appropriate; send emails on behalf of the chair and program director, when appropriate.
• Draft memos and ensure documents are prepared correctly and needed signatures are gathered.
• Prepare forms for the department chair’s approval and signature, and for program director’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.
• Conduct the department’s annual property control inventory verification.
• Create and process payroll for hourly and salaried personnel.
• 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 & 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 center budgets and expenditures, prepare and provide financial reports, and report balances and variances to the chair, resolve discrepancies with the College business office.
• Assist the chair and program director with budget development as needed.

Manage Student Services Office – 15%

• Direct students to central advising office or faculty for academic advisement, and to other available campus resources as needed.
• Assist students with registration of classes, completion of forms, remove advising holds, obtaining necessary permits, ensure prerequisites are met and override enrollment as needed.
• Assist faculty with evaluation of transfers and help students with paperwork to ensure a successful transfer process.
• Compile advising rosters and establish schedules in consultation with faculty, department chair, and program director.
• Work closely with the Graduate School to review students’ academic requirement reports and follow up with student inquiries to ensure students are on track for graduation.
• Maintain student academic records with confidentiality according to FERPA and NIU record retention policies.
• Prepare department and program teaching assistant evaluation program, gather results, disseminate results to students and maintain confidential files.
• Distribute job opportunities to department and program students.
• Create and post faculty office hour and course schedule tables and lab emergency contacts where appropriate.
• Monitor the positions within the department; initiate and prepare all personnel paperwork and PeopleAdmin entry for tenured and tenure‑track faculty members, full‑time and part‑time instructors, graduate assistant support staffing, hiring, and compensation of personnel serving department programs.
• Ensure paperwork complies with NIU HR and affirmative action policies.
• Prepare all required graduate assistant appointment forms: offer letter, acknowledgement of acceptance letter, employment forms, immigration control compliance form, etc.
• Maintain confidential personnel files of all faculty, staff, graduate assistants, and student workers with confidentiality and according to NIU record retention policies.
• Preparation of all PeopleSoft forms pertaining to requests for hiring, affirmative action, and personnel appointment forms.
• Enter Additional Pay forms as needed.
• Assist in search activities and related correspondence, and records; serve as search committee member, as requested, or needed.
• Organize candidate interviews related to all aspects of the interview process.
• Assist new hires with moving reimbursement, insurance information, university and department orientation, explanation of office procedures and any other tasks to assure a smooth transition for the new faculty or staff member.
• Train student workers, graduate assistants, and extra help employees on policies and procedures; supervise assigned student workers and/or graduate assistants to assist with data collection for program evaluation and accreditation, and other appropriate tasks, as assigned.

Grants & Award Administration Support – 10%

• Assist faculty with management of sponsored grants, startup funding, and intramural awards including Research and Artistry (R&A) funding.
• Communicate with Sponsored Programs Administration and the Division of Research and Innovation Partnerships on behalf of faculty to ensure grants and awards are within budget and reports are submitted timely.
• Manage grants and award expenditures.
• Make purchases and hire personnel in accordance with grant and awards budgets.

Accreditation & Committee Support – 5%

• Notify the curriculum committee chair and department chair when curriculum problems are encountered.
• Oversee changes to the department’s catalog entries and ensure accuracy when submitting changes.
• Prepare ballots and materials for committee elections.
• Prepare promotion and tenure documentation.
• Gather necessary materials needed for ABET files and accreditation process.
• Assist the Chair in creating and conducting course surveys as well as exit, graduate alumni, and employer survey, as needed.
• Assist the Chair in collecting and organizing course syllabi and accreditation data.

Other Related Duties – 5%

• Perform other related duties as assigned.

Minimum Required Qualifications (Civil Service)

• High school diploma or equivalent.
• Any one of the following from the categories below:
  • Four (4) years (48 months) of work experience comparable to the third level of this series (Office Support Specialist).
  • Two (2) years (24 months) of work experience comparable to the fourth level of this series (Office Manager).

Knowledge, Skills, and Abilities (KSAs)

• Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
• Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.
• Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
• Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
• Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
• Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
• Ability to understand written sentences and paragraphs in work related documents.
• Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• Ability to apply general rules to specific problems to produce answers that make sense.
• Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
• Ability to choose the right mathematical methods or formulas to solve a problem.
• Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

Specialty Factors (Civil Service)

None

Preferred Qualifications (Civil Service)

• Two (2) years of office experience in a higher education setting.
• Experience with MyNIU, PeopleAdmin, PeopleSoft, or OnBase.

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

• Ability to sit at desk and computer for extended periods of time.
• Ability to carry small packages up to 25 pounds.
• Fully complete the Education and Work History sections of the application. Be specific on your entire work history, including employment dates and duties for all positions held. Applicable part‑time work experience will be considered toward qualifying for this position; however, it will be converted to a full‑time equivalency to determine combined length of experience.
  • If eligible for Veteran’s Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application to receive the maximum eligible points on the Civil Service examination.
• After the posting has closed, your submission will be reviewed to determine if you meet the minimum qualifications for the classification, including any specialty factors associated with this position. If you meet the minimum required qualifications for this position, you will receive a score based on your education and experience, and your name will be placed on the active employment register.
• Please monitor your e‑mail for further information regarding your application. Emails will be generated from [e-mail] and [e-mail]. Please add these emails to your address book to ensure timely delivery of any future communication.
• Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.

Credentials Assessment Examination

• The examination for this position is a Credentials Assessment and is based on your application materials as submitted for this posting. A Credential Assessment is a rating by the Human Resources Office of an applicant’s/employee’s education, experience, and special credentials/qualifications (licenses, etc.). Applicants are required to upload documentation to verify the minimum qualifications for this position has been met.
• Required documentation noted in the posting, such as a driver’s license, licensures, or certifications MUST be uploaded with your application materials.
• After assessment of all qualified applicants has been completed for this position, the names with the top three (3) scores will be referred to the hiring department for interview.
• Click on Office Administrator for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
  • Applicants who may assume they do not meet the exact minimum qualifications are still invited to apply. Within the application documents, applicants should be sure to explain how their credentials and related qualifications address the requested minimum requirements.
• Employment is contingent upon your passing a criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Equal Opportunity and Non‑Discrimination

In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, ethnicity, color, national origin, ancestry, sex, religion, age, disability (physical and mental), marital status, veteran status, sexual orientation, gender (identity and 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.

The following person has been designated to handle inquiries regarding the non‑discrimination policies:

• Ethics and Compliance Officer, Title IX Coordinator
• Health Services Building Room 230
• [e-mail]
• 815‑753‑5560

Legal Documentation

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

ADA Accommodation

NIU remains committed to ensuring that its recruitment and application procedures include full opportunities for applicants with disabilities. Employment opportunities will not be denied to anyone because of the need to make accommodations for a person’s disability during either the application or interview process. An applicant who believes they require an accommodation to participate in the employment process due to a disability may request that accommodation through the Accommodation Request Form. For further assistance, please contact the office of the affirmative action and equal opportunity (AAEO) at [e-mail].

• List of at least 3 Professional References
• Resume/Curriculum Vitae
• Cover Letter
• List of at least 3 Professional References
• Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
• Transcripts (unofficial with official required at hire)
• Other

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Are you currently a citizen or resident of the State of Illinois?
  • Yes
  • No
• * What is the highest level of education attained?
  • GED
  • High School Diploma
  • Associates Degree
  • Bachelors Degree
  • Masters Degree
  • PHD
• * Have you attached all transcripts to support the degrees you are submitting for consideration?
  • Yes
  • No
• * How many years of experience do you have in this type of position?
  • 0-1
  • 1-3
  • 3-5
  • 5-7
  • 7+
• * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or résumé. (Open Ended Question)
• * If applicable, have you attached a copy of your DD214, DD215, NGB22, or DD256 for consideration of Veterans Preference Points? The copy submitted should reflect the status of discharge in order to be considered.
  • Yes
  • No
  • Not Applicable