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Job ID: 158215

Office Administrator
Northern Illinois University

Date Posted May 3, 2021
Title Office Administrator
University Northern Illinois University
DeKalb, IL, United States
Department Accountancy
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Administrative Support/Services

Primary Function
The Department of Accountancy is seeking a strong communicator who is comfortable using office productivity tools to serve as the primary office administrator to assist the Chair and manage the office. The candidate must have strong attention to details and be able to juggle a wide range of tasks independently. The individual must demonstrate confidentiality, compassion, and a solution-oriented mind-set. The ability to communicate and work with alumni, faculty, staff, and students is a must.

Duties and Responsibilities (generally)
As the primary office administrator in the Department of Accountancy responsibilities include, but are not limited to, the following:

  • serving as personal and confidential assistant to the Chair, assist with Chair’s correspondence with students, staff, alumni, and others, organizes faculty meetings and ensures that all materials are prepared in timely manner.
  • preparing and maintaining all faculty merit/promotion/tenure, and sabbatical reports as well as personnel files for all staff, student workers and graduate assistants;
  • initiating and processing all employment papers for hire and rehire;
  • assisting the chair with the search process for hiring new faculty.
  • managing all deposit and payment requests for accounts in the Department;
  • updating and maintaining department class schedule in MyNIU
  • posting annual scholarship awards through several Scholarship Accounts and Academic Works.
  • managing the arrangements and contracts for department events including the Annual Accountancy Scholarship Banquet, the Accountancy Outstanding Alumni Banquet and dinner, the Community College Symposium, departmental Career Fairs, and other events as needed.
  • overseeing all office functions
  • supervising office support staff, student help, and department graduate assistants;
  • completing special tasks as requested by Chair

Minimum Required Qualifications for this position
1. High school graduation or equivalent
2. Any one of the following types of preparation:
(a) Forty-eight (48 months) of clerical/office support work experience comparable to that performed at the Office Support Specialist level of this series or in other positions of comparable responsibility.
(b) Twenty-four (24 months) of clerical/office support work experience comparable to that performed at the Office Manager level of this series or in other positions of comparable responsibility.

Specialty Factors (Additional Required Qualifications)
Education and Experience Preferred
Substantial experience in office environment which requires ability to work with many constituents.

  • Office experience within a higher education setting.
  • Associate degree.

List the knowledge, skills, and abilities critical to the performance of this position.
1. Communicating with Supervisors, Peers, or Subordinates – Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
2. Computer Skills – Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
o Accounting, Calendar/Scheduling, Database, Word Processing, Spreadsheet software
3. Performing Administrative Activities – Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
4. Obtaining Information – Observing, receiving, and otherwise obtaining information from all
relevant sources.
5. Establishing and Maintaining Interpersonal Relationships – Developing constructive and
cooperative working relationships with others.
6. Communicating with Persons Outside Organization – Communicating with people outside the
organization, representing the organization to the public, government, and other external sources.
This information can be exchanged in person, in writing, or by telephone or e-mail.
7. Organizing, Planning, and Prioritizing Work – Developing specific goals and plans to prioritize,
organize, and accomplish your work.
8. Documenting/Recording Information – Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
9. Identifying Objects, Actions, and Events – Identifying information by categorizing, estimating,
recognizing differences or similarities, and detecting changes in circumstances or events.
10. Written and Oral Comprehension – The ability to read and listen/understand information and
ideas presented in writing or orally.
11. Oral Expression – The ability to communicate information and ideas verbally so others will understand.
12. Written Expression – The ability to communicate information and ideas in writing so others will understand.

Please reference in your cover letter when
applying for or inquiring about this job announcement.

Contact Information

Please see the job description for contact details
pertaining to this university job announcement.


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