Job Description
Office Management and Administration:
The incumbent:
Has freedom for decision-making, assisting, advising, developing, and interpreting administrative policies, procedures, and practices.
Will also assist the chairs in decision-making, assisting, advising, developing, and interpreting the policies and procedures of each of the aforementioned departments.
Manages communication to students, faculty, and the general public (face-to-face, written, and phone) regarding department programs and procedures, an environment where cultural knowledge and competence is essential to student retention.
Coordination and Implementation of all Clerical, Secretarial, Management and Administrative Functions:
The incumbent will:
Maintain and update student records for all majors and minors, as well as general office files.
Competence is required in the use of various computer software programs in order to produce work quickly and efficiently.
Coordinate unit projects.
Keep majors and minors updated with accurate program information as advised by the Chair(s) and Coordinators.
Complete necessary forms, documents, and other work needed by Chair(s) and Coordinators.
Obtain, Maintain and Supervise the Distribution of Program Resources
Funds management includes:
Keeping detailed record of all budgetary matters for the aforementioned departments and related Foundation Accounts.
Effective monitoring of monthly expenditures to insure costs are within budgetary guidelines and are spent through appropriate lines.
Review of all invoices for department expenditures to insure accurate billing.
Up-to-date on all university policies related to budgetary spending, appropriate vendors, between line and cross department transfer of funds, produce budget reports for chairs and coordinators as requested, advise chairs and coordinators of expenditures and what needs to be done for the six departments to remain financially solvent.
Negotiate with units in the university relative to the exchange of resources.
Makes cost estimates and comparisons for goods and services.
Participates in day-to-day fiscal decisions.
Staff Supervision
Hire and train student workers on office and program procedures.
Supervise student workers each semester so as to have maximum coverage of offices at all times.
Keep track of student hours, signing timesheets and reviewing students’ work verbally and in writing.
Liaison Between Departments and the Larger University Community as well as External Community
Answer all telephone, e-mail, as well as in-person inquiries about department programs; mail, e-mail and/or fax literature to interested parties as required.
Respond in a professional, friendly manner with students, staff and faculty on a daily basis and especially during busy registration periods.
Compiles, summarizes, organizes, and distributes information from a variety of sources for use in rep
Qualifications
1. High school diploma or equivalent.
2. Any one of the following from the categories below:
A, Four (4) years (48 months) of work experience comparable to the third level of this series.
B. Two (2) years (24 months) of work experience comparable to the fourth level of this series.
3. Bilingual in Spanish and English is required.
Preferred Qualifications:
Bachelor’s degree.
Knowledge of academic department and program operations, including major, minor, and graduate program requirements.
Knowledge of course scheduling, sequencing, academic policies, procedures, and program information.
Proficiency with computer software and technology used to support efficient office operations.
Experience using Banner or a comparable student information system.
Knowledge of fund management and financial administration systems.
Experience with website maintenance and content management systems, such as Drupal.
Ability to develop and maintain specialized knowledge of departmental programs, policies, and procedures.
Hours: Monday through Friday, 8:30 a.m. – 4:30 p.m. (Hours may vary depending on departmental needs).
Location: NEIU Main Campus (5500 N. St Louis Ave, Chicago, IL 60625)
Setting: In Office (No permanent or full-time work from home is available). ?
This position requires a background check.
Salary
$30.66/hour
Links
Office Administrator - JR100762
Contact Information
| University/Agency
|
Northeastern Illinois University
|
| Department/College
|
World Languages and Cultures
|
| Contact
|
Molly Filipowicz
|
| Phone Number
|
7734425223
|
| Address
|
|
| Comments
|
|