The Office Administrator oversees the general operations of the Department of Physics by providing administrative support to the Department Chair, Assistant
Chair, Graduate Director, Faculty, Principal Investigators of research grants, Lab Manager 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 and multiple 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, summer STEM 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. Areas of administration include but not limited to department operations, personnel, grant administration and undergraduate and graduate course scheduling.
Confers with Principal Investigators and Sponsored Program Administrators to
initiate renewals, manage expirations and monitor numerous funding changes of
multiple faculty and graduate assistant contracts. Communicates with Sponsored
Programs Administrators to ensure smooth transitions of contract execution from
outside laboratories to NIU administrators. Consults CLAS business office managers to ensure funding and cost centers are allocated appropriately.
Calculates funding source changes to ensure accuracy on resulting effort reports.
-Coordinates contracts with multiple Principal Investigators associated with
Sponsored Program Administrators and Scholarship Offices related to
Chicagoland Accelerator Science Traineeship. Interprets payment schedules.
Informs trainees of payment schedules; processes travel reimbursements.
Prepares additional hire paperwork as assigned.
-Processes all extra help, student worker, post-baccalaureate and research
scientists HR paperwork.
-Ensures all international guidelines are adhered to for HR including background
checks, I-94, I-9 and documents. Works with Division of International Affairs to
accurately produce H1B status and corresponding documentation.
-Manages continuity of paperwork to ensure faculty, research scientists and
graduate students are reimbursed international and domestic travel expenses.
-Represents department and serves as a liaison with NIU departments and
Supervises office support and student workers. Prioritizes and allocates clerical
assignments as needed. -Schedules classes for one year in advance; assigns
rooms, labs and cross-listing data. Resolves issues with Records/Registration for
edits, inputs and consults Assistant Department Chair with conflicts and
resolutions. -Manages personnel information using NIU People Admin. Complete
twice monthly departmental payroll and benefit usage submissions. -Supervises
and assigns office responsibilities to office staff.
-Attends departmental meeting as needed.
-Preform tasks of other office staff in their absence.
Minimum Required Qualifications for this position
High school graduation or equivalent
Any one or any combination totaling 1.0 unit of the following:
Four (4) years (48 months) of work experience comparable to the third level of this series = 1.0 unit
Two (2) years (24 months) of work experience comparable to the fourth level of this series = 1.0 unit
Note: Amounts of experience or training less than those listed above should be converted to decimal equivalents of 1.0 unit and added together when computing combinations of the different types of preparation.