Position

Office Administrator

Department

Art and Design 

In this role you will

Position requires individual to: operate the office during regular, pre-defined hours; exhibit solid organizational and time management skills; develop, adapt to, and maintain in-depth knowledge of program policies, procedures, and practices as related to duties; practice effective and professional communication and working relationships with Chair, faculty, staff, and students; maintain strict program and personnel confidentiality; effectively manage times of heavy workload; attend professional development and other trainings as relevant to the position; perform additional related duties as assigned by Chair. Particular interest in candidates with experience or background in Art and Design.

To be successful in this role, qualified applicants will have

MINIMUM QUALIFICATIONS AS OUTLINED IN THE CLASSIFICATION SPECIFICATION

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

  • High school graduation or equivalent.
  • Any one or combination totaling one (1) 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.

RESPONSIBILITIES

  • Daily Office Operation: Assists students, faculty, and staff in person, by phone, and through email, while practicing effective and professional communication. Maintains and organizes physical and electronic records, oversees office and department inventory and associated reporting, and maintains the office and other common spaces in an organized manner. Supervises and trains student aides and/or work study students. Develops, adapts to, and maintains in-depth knowledge of program policies, procedures, and practices as related to duties. 
  • Data Management: Collects and compiles data on student enrollment; assists in alumni record keeping and outreach. Uses Tableau/Cognos, Google Suite, Microsoft Office, and other platforms to produce program-specific reports as needed. Performs Academic Catalog and website updates. Assists in publicizing student, faculty, and staff accomplishments via website and social media. Archives and collects information on faculty and departmental activities and assists Chair in the preparation of Annual Reports and accreditation reports.
  • Acquisitions/Budgets: Manages and monitors purchasing process for the department; initiates and monitors vendor order processes for the department; liaison for Budget, Purchasing, Receiving offices. Conducts fiscal management of department; performs all essential tasks related to the administration of state and local budgets; reviews and monitors separate budgets; initiates budget transfers as necessary; maintains detailed itemized record of expenditures, resolves budget discrepancies. Completes paperwork for travel-related and other reimbursements.
  • Contracts: Prepares hiring forms and employment contracts (CIS, PAR, Form D) for the department approximately 3x a year; requires extensive coordination with Academic Affairs, CAS Dean's Office, HR, and Chair; requires significant patience, careful attention to details and clear communication with the Chair, faculty, Dean's office staff, and Academic Affairs; communicates with new and continuing faculty and collection of pertinent paperwork in a time-sensitive manner; requires communicating processes and procedures to new and continuing hires and troubleshooting. Assists with correspondence and paperwork for Search and Screen
  • Course Scheduling: Works with Chair to develop and maintain effective structure for managing course schedules. Inputs course schedule into CLSS system; serves as liaison for the program with CAS Dean's Office, Academic Affairs, and Office of Registrar to ensure accuracy, troubleshoot, and make necessary revisions; assists in monitoring enrollment levels during registration periods and in conducting outreach to unregistered students.
  • Student Authorizations: Performs a high volume of student authorizations during registration periods, while communicating effectively with students and faculty, Manages and implements program specific protocols regarding authorizations.
  • Attends professional development and other trainings as relevant to the position. Performs other duties as assigned by Chair.

(This position requires a background check.)

Salary

$18.00

Benefits

Comprehensive benefits package including health, dental, and vision benefits, sick and vacation days, and participation in the State Universities Retirement System. This is a full-time, continuing position.

Hours

Monday – Friday, 8:30 a.m. - 4:30 p.m. (Hours may vary depending on departmental needs)

To Apply

In order to be considered for employment by Northeastern Illinois University (NEIU), you must submit the following:

Application Deadline

A current application, affirmative action form, statement of annuitant status form, official transcript(s), resume and cover letter must be submitted by the close of business 8/02/2022.

If you have any questions, please email us at CS-Employment@neiu.edu.

Please visit the State of Illinois University Civil Service website for general information. NEIU Employment Services reserves the right not to consider any application on the basis of incomplete information/documents, delay in submission, and disqualifications under the rules of State Universities Civil Service System. Employment Services, however, assures that your application will be duly reviewed on the basis of the classification(s) in which you qualify and, accordingly, will inform you of their decision.

Northeastern Illinois University is an Equal Opportunity/Affirmative Action Employer and invites applications from Women, Minorities, Veterans and Persons with Disabilities, as well as Other Qualified Individuals. Northeastern Illinois University positions are contingent upon the University's receipt of its State of Illinois appropriation.