The Office Administrator oversees the general operations of the Department of Physics by providing administrative support to the Department Chair, AssistantChair, Graduate Director, Faculty, Principal Investigators of research grants, LabManager and Office Personnel. The Office Administrator supports the department’s operation and relations with internal and external NIU offices, including NIU personnel, grant administrators and administrative personnel at outside research facilities. Prepares, reviews and evaluates grant funding transitions and expirations for multiple accounts. Submits internal university paperwork regarding finance, personnel, and sabbatical, tenure, merit and effort reports. Coordinates schedule of classes with Undergraduate Director andmultiple departments while establishing and maintaining relations with related university offices. Processes all hiring paperwork concerning faculty, research scientists, extra help, student workers and post-baccalaureate candidates.
Coordinates multiple on-site department events for visitors, students, summerSTEM programs and learning assistantships. Acts as a resource and point of contact for undergraduate and graduate students.
Duties and Responsibilities (generally)
Executes all clerical and administrative functions related to the overall operations of the Department as directed by the Department Chair, Assistant Chair and Director of Graduate Studies.
Submits internal university paperwork related to department travel, finances, and personnel. Coordinates schedule of classes with Undergraduate Director and other departments. Schedule undergraduate and graduate classes in NIU academic system.
Processes human resources paperwork for faculty, staff and student hires and changes. Ensures all university, state and international guidelines are adhered to with Human Resources, Sponsored Projects, Division office and International Affairs
Confers with faculty members and grant administration to facilitate contract execution and renewal. Process and submits financial and personnel documents related to grants and projects.
Represents department and serves as a liaison with NIU departments and outside agencies. Establishing and maintaining relations with related university offices.
Supervises office support and student workers. Prioritizes and allocates clerical assignments as needed.
Minimum Required Qualifications for this position
High school graduation or equivalent
Any one of the following or any combination totaling 1.0 unit:
Four (4) years (48 months) of work experience comparable to the third level of this series (Office Support Specialist) = 1.0 unit
- or -
Two (2) years (24 months) of work experience comparable to the fourth level of this series (Office Manager) = 1.0 unit
See typical duties of Office Support series for both levels.