Office Administrator

neiu; Chicago (IL); On-site; USD 52,000 - 68,000; Full time

Job summary

Northeastern Illinois University in Chicago seeks an experienced Office Manager to oversee the operation, administration, and management of four department and program offices. The role is the sole support staff member and requires sound judgment, initiative, discretion, and independent decision-making.

You will provide administrative, operational, and logistical support to department chairs, coordinators, and faculty, supervise work-study students, manage budgetary matters, and ensure effective

Qualifications

• Experience in office management and administrative operations.
• Ability to supervise student workers and manage multiple offices.
• Proficiency in coordinating budgetary and financial tasks.
• Strong communication with students, staff and public.

Responsibilities

• Provide administrative, operational, and logistical support to department chairs and faculty.
• Coordinate clerical, secretarial, management and administrative functions.
• Maintain student records and update program information.
• Oversee budgets, expenditures, and financial reporting.
• Supervise student workers and ensure coverage.
• Liaise between departments and university community.
• Develop and implement department policies and procedures.

Skills

Office Management

Administration

Budgeting

Staff Supervision

Communication

Decision Making

Policy Development

Job description

Northeastern offers a rewarding working environment for our students and employees. Our faculty and staff are smart, dedicated people who work to create an excellent urban university experience for bright and motivated students.

Job Summary

Responsible for the efficient operation, administration, and management of the four aforementioned department and program offices. Serves as the sole support staff member and independently performs a broad range of duties requiring sound judgment, initiative, discretion, and effective decision-making.

Provides direct administrative, operational, and logistical support to department chairs, program coordinators, and faculty. Facilitates the work of the offices by providing, obtaining, and coordinating administrative and management services and integrating these services with overall departmental operations. Supervises work-study students, student aides, and extra-help personnel and oversees property management, space management, public information, and related administrative functions.

Job Description

Office Management and Administration

The incumbent

• Has freedom for decision‑making, assisting, advising, developing, and interpreting administrative policies, procedures, and practices.
• Will also assist the chairs in decision‑making, assisting, advising, developing, and interpreting the policies and procedures of each of the aforementioned departments.
• Manages communication to students, faculty, and the general public (face‑to‑face, written, and phone) regarding department programs and procedures, an environment where cultural knowledge and competence is essential to student retention.

Coordination and Implementation of all Clerical, Secretarial, Management and Administrative Functions

The incumbent will

• Maintain and update student records for all majors and minors, as well as general office files.
• Competence is required in the use of various computer software programs in order to produce work quickly and efficiently.
• Coordinate unit projects.
• Keep majors and minors updated with accurate program information as advised by the Chair(s) and Coordinators.
• Complete necessary forms, documents, and other work needed by Chair(s) and Coordinators.

Obtain, Maintain and Supervise the Distribution of Program Resources

Funds management includes

• Keeping detailed record of all budgetary matters for the aforementioned departments and related Foundation Accounts.
• Effective monitoring of monthly expenditures to insure costs are within budgetary guidelines and are spent through appropriate lines.
• Review of all invoices for department expenditures to insure accurate billing.
• Up‑to‑date on all university policies related to budgetary spending, appropriate vendors, between line and cross department transfer of funds, produce budget reports for chairs and coordinators as requested, advise chairs and coordinators of expenditures and what needs to be done for the six departments to remain financially solvent.
• Negotiate with units in the university relative to the exchange of resources.
• Makes cost estimates and comparisons for goods and services.
• Participates in day‑to‑day fiscal decisions.

Staff Supervision

• Hire and train student workers on office and program procedures.
• Supervise student workers each semester so as to have maximum coverage of offices at all times.
• Keep track of student hours, signing timesheets and reviewing students' work verbally and in writing.

Liaison Between Departments and the Larger University Community as well as External Community

• Answer all telephone, e‑mail, as well as in‑person inquiries about department programs; mail, e‑mail and/or fax literature to interested parties as required.
• Respond in a professional, friendly manner with students, staff and faculty on a daily basis and especially during busy registration periods.
• Compiles, summarizes, organizes, and distributes information from a variety of sources for use in reports, brochures and publications, such as collecting and writing material for print or electronic newsletters.
• Maintain or assist in the maintenance of inventory records.

Development and Implementation of Department Policies and Procedures

• Ensure the smooth operation of the Department Offices, which requires the ability to anticipate needs.
• Envision the larger picture.
• Make timely decisions in order to meet University deadlines.
• Anticipate potential problems and be able to circumvent most problems.
• Function and make decisions in emergency situations; in all instances, make firm, positive, timely, relevant, and correct decisions and follow through with positive, appropriate and effective action.
• Keep the chairs and coordinators apprised of all decisions made and any steps which need to be taken in order to act proactively and avert problems.
• Recommend, advise, and develop office policies, procedures and practices including the full responsibility for developing and implementing policies and procedures governing stude