Office Manager, External Programs of College of Visual and Performing Arts (3927)

Classification Title: Office Manager

Close Date: 07/12/2023

Business Unit Description: Civil Service with Status

Full-Time/Part Time: Full-Time

Position Status: Regular

FLSA
Non-Exempt

Union Representation: Union

Union Code: AFC – AFSCME C, Local #1890

Unit/Department: V&PA External Programming

College/Unit: College of V & P A Dean

Division: Academic Division

Location: MB 132

Link to Department Website or Custom Search Page: https://www.niu.edu/external-programs/index.shtml

Overview

The External Programs Office for the College of Visual and Performing Arts seeks applications for an Office Manager. The position is housed in the College of Visual and Performing Arts (CVPA) and supports the college’s recruiting and community outreach programs. The External Programs Office (https://www.niu.edu/external-programs/index.shtml) is comprised of the NIU Community School for the Arts (music and art lessons, classes, and ensembles), Summer in the Arts at NIU (arts summer camps) and recruiting support for the college. Northern Illinois University is a Doctoral/Research extensive university with a diverse student body of over 17,000, located 65 miles west of Chicago.

Position Summary

The person in this position is responsible for providing budgetary support and clerical services for the Office of External Programs, College of Visual and Performing Arts. This includes assisting with the management of three major entities: the NIU Community School of the Arts, Summer in the Arts at Northern (residential summer camps) and recruiting events and workshops.

Essential Duties and Responsibilities

Finance

• Maintain and process payroll records for teachers, camp instructors, guest artists, and staff and prepare and submit payroll forms to HR and other departments.
• Manage all accounting records for the three cost centers and any grant or foundation cost centers for the office by setting up a system to reconcile income and examine and analyze expenditures, including payroll, and credit card transactions that appear on Peoplesoft budgets and the ASAP system.
• Develop office systems to keep track of expenditures, and work with vendors and the Accounting Office to ensure timely payment of bills.
• Handle all functions related to hiring and onboarding new teachers, camp instructors, and staff.

Administration

• Prepare internal billing forms for transfer and/or payment of funds for office activities.
• Maintain a filing and records retention system for the office, and inventory management.
• Provide support for the day-to-day administration of all activities managed by the office.
• Helps with student recitals, concerts, camps, and other events by supervising details, such as preparing supplies, helping with registration and check-ins, and preparing and packing programs. Attends recitals and events to serve as on-site event manager, as assigned.

Minimum Required Qualifications (Civil Service)

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series.

Knowledge, Skills, and Abilities (KSAs) (Civil Service)

Classification-Specific Knowledge, Skills, and Abilities (KSAs):

1. Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
2. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
3. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
4. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
5. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
6. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
7. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
8. Ability to understand written sentences and paragraphs in work related documents.
9. Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
10. Ability to apply general rules to specific problems to produce answers that make sense.
11. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
12. Ability to choose the right mathematical methods or formulas to solve a problem.
13. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

Position-Specific Knowledge, Skills, and Abilities (KSAs):

1. Extensive knowledge of office support and general office practices and procedures
2. Knowledge of NIU human resources procedures and processes
3. Knowledge of NIU Human Resources hiring and payroll procedures
4. Ability to keyboard accurately at a rate of 40 net w.p.m.
5. Extensive knowledge of spelling, grammar, punctuation, sentence and paragraph structure, and formatting
6. Skill in oral and written communication
7. Ability to utilize various software packages
8. Ability to work independently and exercise judgment in order to be able to analyze and investigate
9. variety of questions or problems
10. Ability to organize and supervise the work of others

Specialty Factors (Civil Service)

N/A

Preferred Qualifications (Civil Service)

• Knowledge of budgeting and reconciliation procedures

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements

The ability to occasionally assist with setting up receptions, moving tables and chairs. Occasional lifting, bending, sitting, standing.

Anticipated Appointment Start Date
7/5/23

Percent of Staff Year
1.00

Standard Hours Per Week
37.50

Salary
$30,225-31,200

Hourly or Semi-monthly Pay Rate/Range
$15.50-$16.00

Earn Type
Hourly

Application Procedure

Application Procedures:

1. 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 Discharge MUST be uploaded to this application to receive the maximum eligible points on the Civil Service examination.
2. 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.
3. 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.
4. 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
• 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.

Additional Details:

• Click on Office Manager for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
• Please click on Human Resource Services – Benefits for detailed information about Northern Illinois University’s benefits package.
• 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.

Special Instructions

N/A

Quick Link to Applicant
https://employment.niu.edu/postings/71751

Is Background Check Required?
Yes

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

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.

Read the Annual Safety and Security Report. Contact the Ethics and Compliance Office at 815-753-1649 for a hard copy.

Read the Fire Safety Report. Contact the Department of Environmental Health and Safety at 815-753-0404 for a hard copy.

Position Number: 00003927