With approximately 16,000 students, Northern Illinois University (NIU) is one of the largest public universities in the state of Illinois. NIU strives to improve outcomes for all students by identifying and removing barriers that disproportionately hinder the academic achievement and student experience of historically and currently underserved populations.
As the direct descendant of NIU's origin as the Northern Illinois State Normal School opened to prepare teachers, the College of Education continues that legacy as the state's second largest producer of teachers. Students prepare for, or advance in, professional careers across the P-20 educational spectrum as teachers and administrators and in fields such as counseling, higher education, student affairs, exercise science, athletic training and sport management.
We cultivate an equity-focused, inclusive, engaging and supportive learning environment that inspires students, faculty and staff to strive for excellence. We commit to proactively meeting the changing educational and professional needs of students and their fields while advancing teaching, learning, research, practice and advocacy in our program areas.
NIU's geographical reach extends beyond its main DeKalb campus (65 miles west of downtown Chicago, 60 miles from the O'Hare International Airport, and 40 miles west of Naperville – a booming community with one of the best school systems in the nation) to satellite campuses in Naperville, Chicago and abroad, as well as to students online.
The primary function of this position is to support to the Dean's office within the College of Education as well as function as support for departments within the College when the need arises. This position includes a variety of interpersonal, organizational and technology-based skills whereby the employee needs to be self-motivated and take initiative that enables functioning with broad guidelines rather than specific directions. The individual must be skilled in assessing priorities, identifying and responding to time demands, and scheduling various assignments for timely completion. This position reports directly to the Administrative Assistant in the Dean's Office.
Essential Duties and Responsibilities:
Office Management (Reception)
Answering phone calls, addressing basic program questions, assisting students, processing necessary paperwork, and maintaining files.
Receiving visitors and responding to drop-in questions and issues from passersby.
Providing information about the College through the identification and selection of appropriate sources of offices.
Schedule college-controlled conference rooms for meetings.
Filing, copying, errands, and other miscellaneous work.
Office Management (Communication)
Responding to various inquiries from employees, students, parents, staff, and others regarding college and university processes and procedures
Prepare outgoing mail and receive, sort and distribute incoming mail.
Preparing correspondence, proofreading and editing.
Assist in creating and maintaining College of Education Directory databases.
Department assistance within the College of Education
Routinely assist other college offices with specific tasks as needed (invoicing, contract processing, curriculum management, marketing and promotions, etc.)
Provide backup assistance to department chair with daily operations, including answering and assisting students with inquiries, assisting faculty members with requests related to administrative activities, and providing support to the Department chair.
Provide assistance to department office support in their absence, including payroll submission, student assistance, and daily departmental needs.
Assist the Administrative Assistant to the Dean with college-wide, external programming, and Dean's office events for faculty and staff, including event space management, distribution of information, and on-site coordination.
Assist in setting up and cleaning conference rooms prior and after meetings, events and other gatherings.
Assist the Administrative Assistant with annual physical inventory procedures.
Record and update the annual physical inventory database as changes are made.
Assist with office supply stock and work with Admin. Assistant to replenish.
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. Important:Please upload any unofficial transcript(s) and/or documentation that verifies any education, experience, and/or training you have received.
If eligible for Veteran's Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable DischargeMUST be uploaded to this application to receive the maximum eligible points on the Civil Service examination.
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 position. If you meet the minimum required qualifications for this position, you will receive a score based on your education and experience, and your name will be placed on the active employment register.
Please monitor your e-mail for further information regarding your application. Emails will be generated from firstname.lastname@example.org and CivilServiceTesting@niu.edu. Please add these emails to your address book to ensure timely delivery of any future communication.
Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.
Credentials Assessment Examination:
The examination for this position is a Credentials Assessment and is based on your application materials as submitted for this posting. A Credential Assessment is a rating by the Human Resources Office of an applicant's/employee's education, experience, and special credentials/qualifications (licenses, etc.). Applicants are required to upload documentation to verify the minimum qualifications for this position has been met.
Required documentation noted in the posting, such as a driver's license, licensures, or certifications MUST be uploaded with your application materials.
After assessment of all qualified applicants has been completed for this position, the names with the top three (3) scores will be referred to the hiring department for interview.
Click on Office Managerfor more information including salary ranges, 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.
EEO Statement Summary:
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
Northern Illinois University's vision is to be an engine for innovation to advance social mobility; promote personal, professional and intellectual growth; and transform the world through research, artistry, teaching and outreach.The mission of Northern Illinois University is to empower students through educational excellence and experiential learning as we pursue knowledge, share our research and artistry, and engage communities for the benefit of the region, state, nation and world.