Description

Position Information

Posting Detail Information

Working Position Title
Office Administrator (374)

Classification
Office Administrator

Position Number
00000374

Open Date
09/26/2025

Close Date
10/12/2025

Priority Review Date

Employee Class
Staff

Full-Time/Part Time
Full-Time

FTE
1.00

Position Status
Regular

FLSA
Non-Exempt

Job code
3253

Union Representation
Union

Union Code
AFC - AFSCME C, Local #1890

Unit/Department
Counseling & Consultation Serv

College/Unit
Stud Affairs Dean of Students

Division
Student Affairs

Location
CL 200

Link to Department Website or Custom Search Page
https://www.niu.edu/counseling/

Position Summary, Requirements, and Qualifications

Position Summary, Requirements, and Qualifications

Overview

The holder of this position has a high amount of discretion in determining the priority of work responsibilities for all administrative staff. The CCS guidelines, including ethical guidelines, which need to be adhered to include the following accrediting associations:

INTERNATIONAL ASSOCIATION OF COUNSELING SERVICES , INC .

AMERICAN PSYCHOLOGICAL ASSOCIATION

Counseling and Consultation Services has an administrative Policies and Procedures manual and a Clinical Policies and Procedures manual detailing instructions, guidelines, and policies to be adhered to as they apply to this position.

Position Summary

Individual in this position works under the supervision of the Director and Chief Mental Health Officer, who is responsible for the administration of Counseling & Consultation Services ( CCS ) and coordination of the various programs associated therein, including: counseling, wellness programming, assessment, crisis work, master's and doctoral level training program participation, consultation, research, evaluative processes, and other training, including graduate assistants.

The Office Administrator must be able to communicate effectively and diplomatically with faculty, staff, parents, students, hospital and other medical personnel, referral agencies, and the general public.

Essential Duties and Responsibilities

Finances & Inventory - 25%

1. Execution and reconciliation of monthly budget reports & supervision of staff with billing and other fiscal responsibilities.
2. Maintain independent accounting system for immediate response to fiduciary queries from the Director and Chief Mental Health Officer and/or the Student Affairs office regarding CCS budget.
3. Bring delays and anomalies to the attention of the Director and Chief Mental Health Officer.
4. Oversee the process of student billing through the Bursar's billing system.
5. Process and/or supervise the completion of online University forms such as purchase requisitions, travel vouchers, printing requisitions, technical service work orders, supply requisitions, key requisitions, budget transfers, requests for journal vouchers, and others as needed.
6. Oversee the annual office inventory process and report.
7. Oversee the reconciliation of monthly telecommunications reports for all phone lines and issue billings for reimbursement from professional organizations and prepare deposits.

Administrative Support - 15%

1. Provide administrative support, frequently of a confidential nature for the office.
2. Edit and proof materials for accuracy and compliance with guidelines.
3. Maintain and coordinate filing system for the office, including archival materials.
4. Prepare and/or edit correspondence, PowerPoint documents, forms, labels, directories, itineraries, work schedules, announcements, flyers, handouts, brochures, presentations, name and address lists, and reports for CCS .
5. Approve and oversee the purchasing of office supplies.
6. Attend weekly staff meetings, take minutes and disseminate to all office personnel.

Scheduling - 15%

1. Screen, schedule, and update appointments for Director and Chief Mental Health Officer determining appropriateness of time and level of priority which requires judgment of amount and kind of information needed.
2. Schedule meetings for Director and Chief Mental Health Officer, and the Assistant Vice President with CCS staff, University staff/faculty, and individuals from outside the University.

IT Support - 11%

1. Provide computer system software installation and directory mapping of new computers, computer upgrades and backups, provide all Do-IT administration duties.
2. If unable to provide support directly, then act as primary contact for IT support.
3. Maintain updates to the CCS website in collaboration with the Web and Internal Communications office.

Hiring & Supervision - 10%

1. Supervise any Civil Service staff and/or Office Support personnel, including front desk student workers.
2. Backing up the front desk by answering incoming calls and assisting walk-ins.
3. Meet weekly with OSS . Oversee job duties.
4. Prepare student workers & Civil Service staff performance reviews.
5. Assist Director and Chief Mental Health Officer in interview, selection, and evaluation of operating staff.
6. Complete hiring paperwork for operating staff, supportive professional staff, post-doctoral fellows, counseling and social work interns, graduate assistants, and practicum students.
7. Assist in the orientation and training of all new supportive professional staff, administrative staff, graduate assistants, and graduate student trainees according to CCS policy and procedures and University procedures.

Timesheets & Benefits - 8%

1. Monitor vacation and sick leave for all CCS staff.
2. Oversee the preparation, delivery, collection and reconciliation of staff timesheets; electronically submit timesheet summary required by Payroll; and create electronic file of Time Entry Summary and operating staff timesheets for archival.

Accommodations & Travel - 5%

1. Prepare and coordinate travel arrangements, hotel accommodations, meeting schedules, and transportation.
2. Confirm reservations, meetings, etc.
3. Arrange candidate interview schedules and coordinate travel arrangements.
4. Advise candidates of reimbursement guidelines and process requests for reimbursement.
5. Maintain search candidate files.

Office Support - 5%

1. Research of and recommendation for the purchase of new office equipment, computer software, furniture, and specialized supplies.
2. Collect information and organize materials for CCS's annual report and accreditation reports/surveys.
3. Coordinate and organize mailings for public relations, publicity, and staff recruitment.

Policies & Procedures - 5%

1. Provide accurate information regarding the University's services and procedures in response to inquiries from new students, parents, and visitors, as well as new staff.
2. Assist the Director and Chief Mental Health Officer in establishing internal operating procedures, formats, and schedules for the cyclical review of programs regarding personnel, budget, and procedures required by Student Affairs.

Other Related Duties - 1%

1. Perform other related duties as assigned.

Minimum Required Qualifications (Civil Service)

1. High school diploma or equivalent.
2. Any one of the following from the categories below:
   1. Four (4) years (48 months) of work experience comparable to the third level of this series ( Office Support Specialist ).
   2. Two (2) years (24 months) of work experience comparable to the fourth level of this series ( Office Manager ).
   
   
   

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

1. Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
2. Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.
3. Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
4. 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.
5. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
6. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information.
7. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
8. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience.
9. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one.
10. Ability to understand written sentences and paragraphs in work related documents.
11. 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).
12. Ability to apply general rules to specific problems to produce answers that make sense.
13. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
14. Ability to choose the right mathematical methods or formulas to solve a problem.
15. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

Specialty Factors (Civil Service)

None

Preferred Qualifications (Civil Service)

None

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements

• Must be able to sit for extended periods of time and lift up to 20 pounds for office supplies and files as needed.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date
11/3/25

Anticipated Appointment End Date

Percent of Staff Year
1.00

Standard Hours Per Week
37.50

Working Hours
Monday - Friday, 8:00am - 4:30pm; Some evenings & weekends as necessary.

Salary
$34,768.50 - $35,100.00/annually; NIU offers a robust benefits package.

Hourly or Semi-monthly Pay Rate/Range
$17.83 - $18.00/hourly

Earn Type
Hourly

Application Procedure

Application Procedure

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. Applicant 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.

Additional Details:

• Click on Office Administrator for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
  • Applicants who may assume they do not meet the exact minimum qualifications are still invited to apply. Within the application documents, applicants should be sure to explain how their credentials and related qualifications address the requested minimum 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

Quick Link to Applicant
https://employment.niu.edu/postings/86942

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, ethnicity, color, national origin, ancestry, sex, religion, age, disability (physical and mental), marital status, veteran status, sexual orientation, gender (identity and 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 Building Room 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 Security and Fire Safety Report .
Contact the Ethics and Compliance Office at 815-753-9364 for a hard copy.

Applicant Documents

Required Documents

1. Resume/Curriculum Vitae

Optional Documents

1. Cover Letter
2. Transcripts (unofficial with official required at hire)
3. List of References
4. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. Are you currently a citizen or resident of the State of Illinois?
   • Yes
   • No
2. What is the highest level of education attained?
   • GED
   • High School Diploma
   • Associates Degree
   • Bachelors Degree
   • Masters Degree
   • PHD
3. How many years of experience do you have in this type of position?
   • 0-1
   • 1-3
   • 3-5
   • 5-7
   • 7+
4. If applicable, have you attached a copy of your DD214, DD215, NGB22, or DD256 for consideration of Veterans Preference Points? The copy submitted should reflect the status of discharge in order to be considered.
   • Yes
   • No
   • Not Applicable