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Job ID: 165498

Office Support Specialist
Northern Illinois University

Date Posted Aug. 19, 2021
Title Office Support Specialist
University Northern Illinois University
DeKalb, IL, United States
Department Career Services
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Administrative Support/Services

Primary Function
This position has the primary function of serving as the first point of general contact (in-person, by phone, and the departmental e-mail inbox) for students, employers, faculty/staff, and community members utilizing the Career Services Hub. This position also completes other essential office management tasks and administrative support services.

Duties and Responsibilities (generally)
This position performs a wide variety of office support tasks that require the use of judgment and initiative, and the ability to operate computer systems utilizing various office software packages. Knowledge of the organization, programs, practices, and procedures of the unit is central to the performance of duties. Daily tasks include outreach to students and (when appropriate, alumni) for assisting them in awareness of available jobs and internships, and ongoing interaction with employers seeking NIU students for positions. This position will also assist in the distribution of emails and marketing materials to students and employers. Personnel in this position must have excellent verbal, written and customer service skills to interact on a regular basis with constituencies in person, telephone and electronic media. Additional skills needed are strong organizational skills with attention to detail, confidentiality and accuracy, along with the ability to handle multiple activities under short deadlines to produce outcomes consistent with student and employer expectations.

· Responsible for compliance with institutional and departmental instructions in relation to confidentiality, access to student records, access to employer information, and safety protocols that have been established for the campus, building, and department.
· Serves as the sole person responsible for the primary reception duties for the office (with lunch, break, and vacation back-up provided from the Program Assistants) including answering of phones, in-person greeting of visitors, scheduling of appointments, and appropriate routing of messages from the general Career Services Inbox.
· Responsible for high-quality customer service and prompt follow-through on requests received.

Minimum Required Qualifications for this position
High school graduation or equivalent.
One (1) year (12 months) of work experience comparable to the second level of this series.
Any one or any combination of the following, totaling two (2) years (24 months) of experience in the categories below:
work experience performing office/clerical activities, including use of computer systems
college or university course work in any curriculum
twelve (12) semester hours = six (6) months
twenty-four (24) semester hours = twelve (12) months
thirty-six (36) semester hours = eighteen (18) months
forty-eight (48) semester hours = twenty-four (24) months

KNOWLEDGE, SKILLS AND ABILITIES (KSAs) (SUCSS) Knowledge of administrative and clerical 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.

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