Overview
Office Administrator Jobs in Chicago, IL at Northeastern Illinois University
Title: Office Administrator
Company: Northeastern Illinois University
Location: Chicago, IL
This job was posted by https://illinoisjoblink.illinois.gov : For more
Information, Please See
https://illinoisjoblink.illinois.gov/jobs/13680740
Northeastern offers a rewarding working environment for our students and
employees. Our faculty and staff are smart, dedicated people who work to
create an excellent urban university experience for bright and motivated
students.
Job Summary:
Responsible for the efficient operation, administration, and management
of the four aforementioned department and program offices. Serves as the
sole support staff member and independently performs a broad range of
duties requiring sound judgment, initiative, discretion, and effective
decision-making.
Provides direct administrative, operational, and logistical support to
department chairs, program coordinators, and faculty. Facilitates the
work of the offices by providing, obtaining, and coordinating
administrative and management services and integrating these services
with overall departmental operations. Supervises work-study students,
student aides, and extra-help personnel and oversees property
management, space management, public information, and related
administrative functions.
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 profe sional, 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 reports, brochures and publications, such
as collecting and writing material for print or electronic newsletters.
Maintain or assist in the maintenance of inventory records.
Development and Implementation of Department Policies and Procedures
Ensure the smooth operation of the Department Offices, which requires
the ability to anticipate needs.
Envision the larger picture.
Make timely decisions in order to meet University deadlines.
Anticipate potential problems and be able to circumvent most problems.
Function and make decisions in emergency situations; in all instances,
make firm, positive, timely, relevant, and correct decisions and follow
through with positive, appropriate and effective action.
Keep the chairs and coordinators apprised of all decisions made and any
steps which need to be taken in order to act proactively and avert
problems.
Recommend, advise, and develop office policies, procedures and practices
including the full responsibility for developing and implementing
policies and procedures governing student workers and follow through on
the implementation of policies and procedures.
Interpret po
