Office Administrator (3248) [EXTENDED]

Northern Illinois University; DeKalb (IL); On-site; USD 42,000 - 52,000; Full time

Job summary

Northern Illinois University’s Transportation Services seeks an administrative support position to assist in daily operations, scheduling, and reporting. The role requires handling confidential information, coordinating calendars, and supporting travel, vehicle use, and billing processes.

The position emphasizes multi-tasking, strong organizational skills, and professional communication with campus partners.

Qualifications

• High school diploma or equivalent.
• Four (4) years (48 months) of work experience comparable to the third level of this series.
• Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Responsibilities

• Schedule and dispatch pool vehicles; maintain usage logs and travel files.
• Handle minor complaints and process accident reports; monitor accounts and billing lists.
• Prepare monthly fuel reports and vehicle billing data; distribute monthly statements.
• Process vehicle title/registration paperwork and support staff calendars and meetings.

Skills

Administrative support

Office software

Customer service

Communication

Education

High school diploma or equivalent

Job description

Find your Career at Northern Illinois University!

Link to Department Website or Custom Search Page

Position Summary, Requirements, and Qualifications

Position Summary, Requirements, and Qualifications

Overview

Northern Illinois University is a world-class, research-focused public institution that attracts students from across Illinois, the country and the world. NIU's vision is to be an engine for innovation to advance social mobility; promote personal, professional and intellectual growth; and transform the world through research, artistry, teaching and outreach. Our mission is to empower students through educational excellence and experiential learning as we pursue knowledge, share our research and artistry, and engage communities for the benefit of the region, state, nation and world. Transportation Services provides transportation support to faculty, staff and students conducting official university business. Transportation Services maintains a fleet of approximately 200 vehicles. This person in this position will provide office support to the department and provide customer service to NIU's campus partners who require transportation to fulfill their duties in advancing the mission of the university.

Position Summary

Essential responsibilities of this position include advanced administrative duties, management and compilation of administrative reports, dealing with highly confidential and sensitive issues, and managing the interactions of departmental functions. This individual must be able to calmly and efficiently work on multiple tasks simultaneously. Flexibility is essential as priorities change quickly.

Essential Duties and Responsibilities

Transportation Operations Support

• Schedule and dispatch pool vehicles which include reviewing transportation requests for appropriate purpose/function/fiscal approval; confirm approval, if necessary, for student drivers as well as out-of-state travel; maintain daily usage logs/files for transportation requests and files for completed travel; handle special requests for travel needs for drivers or groups such as supplying vehicles to accommodate handicapped passengers, removal of seating, arranging for outside rental cars when necessary, etc; approve after-hours requests for rentals; order credit cards for vehicles and maintain records on the same; manage I-Pass account for university assigned and pool vehicles.
• Handle minor complaints concerning transportation; process accidents reports and forward to CMS.
• Maintain the Transportation Services copies of account statements; obligate accounts for assigned vehicles; update computer lists (Master List, Obligation Lists, etc.)
• Maintain the trailer log
• Prepare monthly fuel report
• Prepare and enter daily and monthly vehicle billing data including adjustments; prepare and send monthly statements to university departments
• Process vehicle title and registration paperwork for the Illinois Secretary of State’s office.
• May operate vehicles as when the need arises

Administrative/Calendar/Communication Support

• Support all areas, as needed, with common support tasks including answering incoming phone calls, ordering office supplies, and managing overall office functions
• Provide/coordinate day-to-day support via mail, phone calls, and emails; reporting of urgent or priority items to be addressed, signed, or delegated in a timely manner as required; management of calendars, constantly rearranging or changing to meet daily urgent needs and competing priorities; schedule conference rooms’ calendars and arrange meetings for department personnel as requested
• Coordinate logistics for outside visitors; arrange meeting materials; ensure agendas are developed and distributed appropriately in a timely manner; coordinate connections for virtual meetings or presentation logistics; prepare meeting materials and take notes/minutes for distribution upon request; arrange travel as needed; provide support for travel reimbursements as needed
• Process payroll and human resource actions; maintain Transportation overtime spreadsheet for equalization of overtime per the union contract; process benefit tracking and reporting
• Ensure compliance with identified reporting requirements (inventory, training, audit requests, FOIA requests, etc.); proofread and edit documents to ensure consistency, accuracy, and proper grammar
• Prepare departmental correspondence, requisitions and check requests; assist and facilitate processing of invoices; review and prepare for payment all vendor invoices; route contracts for signatures; maintain departmental files and records; facilitate use of divisional procurement card, act as the Proxy Reconciler for P-Card purchases for Transportation; and maintain monthly report logs within the department for audit purposes
• Create and update departmental procedures
• Greet visitors; manage mail and packages
• Perform general office/miscellaneous related duties as assigned
• Provide operational support for Risk Management (RM) for predominantly vehicle related insurance tasks
• Process and store certificates of insurance or vehicle cards
• Assist with auto insurance renewals and invoicing (data collection)
• Assist with driver/vehicle and policy reconciliation

Support Functions

• May serve as backup for key administrative functions in other Campus Services areas
• Perform miscellaneous, 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.
  • Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Knowledge, Skills, and Abilities (KSAs) (Civil Service)

• 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.

Preferred Qualifications (Civil Service)

• Demonstrated experience involving bookkeeping activities.
• Experience with MS Office Suite software (Word, Excel. PowerPoint).
• Demonstrated experience working with the public.
• Demonstrated experience working in a transportation environment.
• Demonstrated experience scheduling and dispatching vehicles.

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

• Sitting for long periods of time performing data entry.

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:

Director of Civil Rights Office, Title IX Coordinator

Health Services 2nd floor

[e-mail]

815-753-0455

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 AAEO at [e-mail] .