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Office Manager

  • Thursday, April 14, 2022 10:42 AM
    Message # 12708406
    Maeven Sipes (Administrator)

    Office Manager

    Working Position Title Office Manager
    Classification Title Office Manager
    Position Number 00002766
    Posting Type Civil Service
    FTE 1.00
    Representation Union
    Department Nonprofit and NGO Studies
    Primary Function

    This position provides the operational staff work needed to sustain the Center for Nonprofit and NGO Studies (NNGO). The Center has a variety of different responsibilities encompassing academic, community, national and international constituencies. Therefore, this position is structured to carry out, supervise and in some cases have primary responsibility for activities with respect to each. The position operates with independence under the Director’s overall supervision.
    Knowledge of the university’s administrative and fiscal policies and procedure as well as academic practice and policy is critical as a base requirement. The ability to identify needs and conceptualize new systems to meet them; coordinate and prioritize at an advanced level; organize and manage office functions in order to assure efficient operations consistent with university policy; and to liaise with and in some cases be a major point of contact with constituencies with diverse needs and interests (students, faculty, external scholars, community leaders, public servants and international visitors) from varied cultural backgrounds are all essential.

    Duties and Responsibilities (generally)

    Manages and supervises daily office operations of the NNGO Center.
    Administers budget and accounting functions for the Center.
    Assists the Director in monitoring and reporting on student enrollments in Center and related programs and researching these and other statistics and assists the Director.
    Serves as the first point of contact for those coming to the Center.
    Primary assistant to the Director in the overall carrying out of his/her responsibilities.
    Assists the Director in marketing the Center’s programs and services such as social media, flyers, community calendars, alumni databases, and website updates.
    Inputs course schedules and monitors room assignments.

    Minimum Required Qualifications for this position

    1. High school graduation or equivalent
    2. Twenty-four (24) 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

    Specialty Factors (Additional Required Qualifications)
    Education and Experience Preferred

    Bachelor’s degree preferred

    Knowledge of University processes and policies preferred.

    Excellent organizational skills and ability to multi-task are also necessary, as are good written and oral communications skills, sound technical knowledge of word processing, spreadsheet, scheduling and other computer software, creativity and flexibility. Familiarity with and interest in the nonprofit world are highly desirable. This position carries with it a heavy workload in a fast-paced atmosphere and requires diplomacy, confidentiality, initiative, teamwork, and excellent judgment.

    List the knowledge, skills, and abilities critical to the performance of this position.

    O365 suite, Adobe Acrobat, Microsoft Office Suite, MyNIU, NIU HR procedures, NIU procurement/financial procedures

    Event marketing experience with preferred experience with Canva and Constant Contact

    Ability to work independently, with numerous distractions and interruptions

    Working Hours Monday-Friday, 8:00 am - 4:30 pm
    Minimum Pay Rate (Hourly or Monthly) $13.05 -$14.25
    Hiring Rate Information

    Actual hiring rate is commensurate with experience, education, and internal equity; position includes a robust benefits package to eligible applicants.

    Posting Date 04/08/2022
    Closing Date 04/29/2022
    Priority Review Date
    Special Instructions for Applicants
    • Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.


    • Fully complete the Education and Work History sections of the application. Be specific on your entire work history, including employment dates and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position, however, it will be converted to a full-time equivalency to determine combined length of experience.


    • If you have education and/or training in excess of what is required, we encourage you to upload your unofficial transcripts.


    • After the posting has closed, your submission will be reviewed to determine if you meet the minimum qualifications for the classification, including any specialty factors associated with this particular position.


    • Please monitor your e-mail for further information regarding your application. Emails will be generated from jobs@niu.edu and CivilServiceTesting@niu.edu. Please add these emails to your address book to ensure timely delivery of any future communication.


    • We STRONGLY recommend that contact information used in your online profile be personal use, not professional/work information: personal email address, home address, and phone numbers. The information you provide is used to make contact on search updates, department referrals and interviews, etc. We must be able to relay sensitive and important information in a way that protects your privacy concerning job search activity, now and in the future.


    • ALL QUALIFIED CANDIDATES WILL BE SCHEDULED TO COME TO THE NIU DEKALB CAMPUS TO TAKE A STATE UNIVERSITIES CIVIL SERVICE EXAMINATION. At the time of testing, you will be required to present a photo ID. NOTE: If you have previously tested for this classification and wish to rewrite the exam to improve your score and register position, please contact CivilServiceTesting@niu.edu with Office Manager 2766in the subject line by the posting deadline.


    • If eligible for Veteran’s Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application in order to receive the maximum eligible points on the Civil Service examination.


    • After testing of all qualified applicants has been completed for this position, the names with the top three scores will be referred to the hiring department for interview.


    • Click on Office Manager for more information including typical duties, minimum acceptable qualifications, and testing requirements.




    • Employment is contingent upon your passing a criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.


    Application Procedures
    Link to Department Homepage https://www.niu.edu/nonprofit/
    Physical Demands
    EEO Statement

    In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, ancestry, sex, religion, age, physical and mental disability, marital status, veteran status, sexual orientation, gender identity, gender expression, political affiliation, or any other factor unrelated to professional qualifications, and will comply with all applicable federal and state statutes, regulations and orders pertaining to nondiscrimination, equal opportunity and affirmative action.

    The following person has been designated to handle inquiries regarding the non-discrimination policies:


    Ethics and Compliance Officer, Title IX Coordinator
    Health Services 230
    TitleIXCoordinator@niu.edu
    815-753-5560

    Is Background Check Required Yes
    Visa Policy

    In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

    ADA Accommodation

    NIU remains committed to ensuring that its recruitment and application procedures include full opportunities for applicants with disabilities. Employment opportunities will not be denied to anyone because of the need to make accommodations for a person’s disability during either the application or interview process. An applicant who believes they require an accommodation to participate in the employment process due to a disability may request that accommodation through the Accommodation Request Form. For further assistance, please contact the office of Affirmative Action and Equal Opportunity (AAEO) at ada@niu.edu.

    Safety Information

    NIU provides annual reports on campus security and fire safety.


    Quick Link https://employment.niu.edu/postings/62749


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