Office Administrator (2742)

Office Administrator (2742) Bookmark this Posting Print Preview | Apply for this Job Position Information Posting Detail Information Working Position Title Office Administrator (2742) Classification Office Administrator Position Number 00002742 Open Date 04/24/2026 Close Date 05/15/2026 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 Child Development & Family Ct College/Unit College-Hlth & Human Sci Dean Division Academic Division Location CC 084 Link to Department Website or Custom Search Page https://www.chhs.niu.edu/child-center/index.shtml Position Summary, Requirements, and Qualifications Position Summary, Requirements, and Qualifications Overview The College of Health and Human Sciences ( CHHS ) at Northern Illinois University ( NIU ) promotes health and well-being through teaching, research, and service. With multiple schools that encompass varied programs, three clinics, and over 700 practicum site partnerships, we prepare students to improve lives across the lifespan. The Child Development and Family Center ( CDFC ) is operated by the School of Family and Consumer Sciences . The center is a lab school providing high-quality care to the children of NIU students, NIU faculty and staff, and community members. The CDFC is also home to the NIU Preschool for All Expansion Program ( PFAE ) . The center's excellence is reflected in its accreditation by the National Association for the Education of Young Children and its inclusion in the Gold Circle of Quality by ExceleRate Illinois . Position Summary The person in this position works under the direction of the Executive Director of Child Development and Family Center ( CDFC ) and also assists the Associate Director, Family Coordinator, and teachers. This person works up front and manages the office aspect of the program by supporting daily operations. This person is expected to function independently with the designated duties and functions as the primary contact person for prospective clients, as well as currently enrolled families. Work hours are preferred 9:00-5:30 daily (M-F); some flexibility is available within a 7.5-hour work day, but remote work is not offered in this position. Essential Duties and Responsibilities Office Management Give tours of program. Provide enrollment guidance and program information to prospective clients in person and over the phone. Serve as primary contact for CDFC families for enrollment, billing, schedule changes and daily attendance. Track enrollment statistics.. Maintain all records for children, ensuring forms are updated as needed; essential due to Department being regularly audited by state, federal university, and accreditation entities. Work with 4-C nurse to ensure compliance with children's medical records. Answer phone and manage front door (visitors). Serve as primary contact for facility needs (Grounds, Building Services, Materials Management, Work Order, Help Desk). Create and distribute meal sheets and sign-in sheets to teachers. Collect sheets monthly and document attendance for Child and Adult Care Food Program. Check student status for correct billing amounts, scholarship, grant funds, and subsidy eligibility. Document attendance for subsidy children each month. Notify parents when issues arise related to attendance and parent fees Communicate with teachers as needed related to children's enrollment and attendance, medical needs, or any information they need to be aware of. Monitor weather conditions and inform classrooms if they can go outside each day. Manage door access. Communicate with Key Control to provide access for individuals to our building. Add new staff and families and remove old in a timely manner for security. Support the completion of annual inventory of center equipment. Manage time clock system. Complete payroll process for all hourly paid employees in the absence of the Associate Director. Contribute to and follow all designated safety and security procedures including access to the building, observation booths, and supporting the University partnerships through the use of the observation booths and granting access for faculty to send students to the CDFC for assignments. Financials Create spreadsheets for semester billing. Calculate monthly fees for all families. Process billing through student accounts and Accounts Receivable and work with Bursar's Office each month to follow up with families who are behind in payments. Accept subsidy checks and prepare deposit for Bursar's Office. Communicate with 4-C regarding subsidy approvals. Purchase requisition creation and tracking. Hold P-Card for department tracking expenses with budgets. Trained in OnBase and utilize for paying invoices. Manage orders placed through Materials Management. Enrollment Create, update, maintain and distribute enrollment forms/packets. Maintain OnBase applications and Kuali forms as well as web communications. Update, set, and post enrollment dates, rates, fees, and registration form on CDFC website annually. Provide application for clients for Interim care multiple times per year. Process applications for each semester and Interim period. Contact families who are accepted and declined. Make decisions regarding classroom enrollment in collaboration with directors. Record and maintain all enrollment and classroom documents utilizing ProCare and Excel spreadsheet (flowcharts, application and enrollment documents, medical files). Provide information to appropriate staff (teachers and directors). Manage the flow of these documents and information. Maintain children's schedules. Accept and process schedule changes, extra care requests, and withdrawals. Comply with all IL DCFS licensing requirements and accreditation standards regarding quality by keeping accurate records, meeting appropriate deadlines for notification and gathering of expiring documents, maintaining confidentiality, and participating in university records retention rules for all required documents. Participate in new family orientation each semester. Support families through the CCAP subsidy application and maintain communication between the family and 4-C during redetermination and approval periods. Participation in Student Learning Train and supervise student workers who are scheduled to work at the front desk. Train them to perform related tasks such as answering questions of potential and current clients, phone etiquette, talking with visitors, performing office tasks, child pick up procedures, etc. Minimum Required Qualifications (Civil Service) High school diploma or equivalent. Any one of the following from the categories below: Four (4) years (48 months) of work experience comparable to the third level of this series. Two (2) years (24 months) of work experience comparable to the fourth level of this series. Knowledge, Skills, and Abilities (KSAs) (Civil Service)

KNOWLEDGE , SKILLS AND ABILITIES

(KSAs) Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems. Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources. Knowledge of administrative and administrative procedures and systems such as word processing, managing files and records, and other office procedures and terminology. 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. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Knowledge of computers and computer systems (including hardware and software) to enter data, or process information. Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work. Skill in communicating effectively, both verbally and in writing as appropriate for the needs of the audience. Skill in decision making by considering the relative costs and benefits of potential actions and choosing the most appropriate one. Ability to understand written sentences and paragraphs in work related documents. 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). Ability to apply general rules to specific problems to produce answers that make sense. Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events). Ability to choose the right mathematical methods or formulas to solve a problem. Ability to provide guidance and direction to subordinates, including setting performance standards and monitoring performance. Specialty Factors (Civil Service) n/a Preferred Qualifications (Civil Service) n/a Minimum Required Qualifications (SPS) n/a Additional Requirements (SPS) n/a Preferred Qualifications (SPS) n/a Physical demands/requirements N/A Appointment and Compensation Details Appointment and Compensation Details Anticipated Appointment Start Date As soon as possible after posting closes. Anticipated Appointment End Date Percent of Staff Year 1.00 Standard Hours Per Week 37.50 Working Hours Preferred 9:00-5:30 daily (M-F); some flexibility is available within a 7.5-hour work day Salary $37,050.00 - $38,025.00/Annually; NIU offers a robust benefits package. Hourly or Semi-monthly Pay Rate/Range $19.00 - $19.50/

Hourly Earn Type Hourly Application Procedure Application Procedure Application Procedure Application Procedures:

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. 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 jobs@niu.edu and CivilServiceTesting@niu.edu . Please add these emails to your address book to ensure timely delivery of any future communication. Illinois residency required within 180 days of the hire date.

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. 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/91632 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 Resume/Curriculum Vitae Cover Letter List of at least 3 Professional References Optional Documents Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256) Other Supplemental Questions Required fields are indicated with an asterisk (

• ).

• Are you currently a citizen or resident of the State of Illinois? Yes No
• What is the highest level of education attained? GED High School Diploma Associates Degree Bachelors Degree Masters Degree PHD
• Have you attached all transcripts to support the degrees you are submitting for consideration? Yes No
• How many years of experience do you have in this type of position? 0-1 1-3 3-5 5-7 7+
• Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or résumé. ("See Résumé" is not an acceptable response.) (Open Ended Question)
• 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