Posting DetailsPosting Detail Information Classification Title Professional Services Position Number 00035379 Posting Date 12/19/2024 Closing Date 01/19/2025 Position Title Professional Services Employee Class Extra Help Full Time/ Part Time Part-Time FTE 0.67 Department Asian American Resource Center College/Unit Asian American Resource Center Division Office of Diversity Location HS Link to Department HomepagePosition Summary, Requirements, and Qualifications Position Summary 1. Serve as the Office Receptionist and Ensure Front Desk Coverage•Manage front desk and provide excellent/consistent customer for AARC users; determine appropriate course of action for incoming calls, mail, and visitors.•Answer phones and properly direct calls; take messages from answering machine and properly direct them•Maintain accurate logs of all AARC visitors•Manages schedule and calendar for DirectorGive tours of center; provide information about the AARC's programs and services and Asian American Certificate ProgramComplete Daily Checklist for Opening/Closing Routines•Manage key control and access for new hires as well as assigning after-hours access once approved by the Director or designee.2. Responsible to manage and implement Online Reservation Process•Manage online system for use of center and resolve any issues relating to the process/requests•Respond to/confirm online requests per office procedure•Responsible to manage set-up for requests•Manage and update online calendar for office requests.Communicate with Key Control to grant temporary access to users during non-office hours•Provide an orientation for first-time users•Update reservation process to ensure optimal customer service and efficiency•Provide weekly, monthly, semester, annual updates/reports on center usage•Compile and report data relating to online reservation and usage of the center•Complete assessment report of the usage of the center will be on a weekly, semester and annual basis.3. Provide administrative support for the Asian American Resource Center•Create effective office systems for smooth running of the office•Check student schedule and manage student log-in/log-out book•Monitor department email account and determine appropriate course of action•Manage daily filing system to ensure confidentiality; Maintain shared office and project files.•Manage software and technological needs.•Supervise the reservation and check-out system for the center's resources and facility.•Manage inventory control, key control, and order office supplies.•Manage office and kitchen supplies, including taking inventory of kitchen supplies (plates, cups, forks, spoons, coffee, cream, and report needs)•Inventory laptops, projector and other portable electronics; provide efficient, secure check-out system, and proper storage for office laptops•Identify and submit for approval work-orders and service requests for indoor and outdoor maintenance needs.•Monitor and modify web page, social media, and departmental email account;4. Personnel management•Hire, train, supervise, and evaluate student employees; create schedule for employees to serve as back-up for front desk coverage in the event this person steps away from the desk.•Notify Director of student tardiness, absences due to illness or request for times off•Assist in the onboarding process and office orientation for new employees•Provide orientation for new hires: office coverage, phone access/ usage, dress code, computer access; supplies; open-close routines•Manage requests for requests for time off and/or schedule changes•Provide training for office coverage, customer service, office protocols, and procedures•Perform payroll•Initiate and complete all hiring papers for student employees, GA's, FT staff, extra help, and mentors to meet NIU procedures and deadlines.•Assist in student employee evaluation•Verify, sign, and submit time sheets for student employee payroll; submit Payroll Summary to Director for signature; file hard copies and electronic copies securely.5. Provide Program Support•Secure dates, locations, catering, and AV equipment, for any program needs;•Complete and manage all paperwork for room reservations, catering, contracts, speakers, and presenters.•Maintain annual planning calendar and inform staff of impending deadlines.•Submit relevant forms for on/off campus reservations•Develop and utilize electronic mailing system to promote events to student organizations, departments and relevant sub-populations and communities•Communicate programming needs to director and staff.•Manage staffing of university & departmental tabling events.•Manage the scheduling of project appointments and maintain event calendar. Keep Director abreast of impending program engagements.•Coordinate schedule, arrangements, and itineraries relating to speaker travel.•Complete all required travel documents and route accordingly.•Proofread, edit, and modify project documents such as proposals, budgets, annual reports, and handouts.•Maintain project files. Serve as a positive representative for the center in the absence of the associate director and director.•Prepare logistics for Annual Graduation Recognition Celebration6. Budget•Maintain fiscal recordkeeping systems for all local fund accounts and manage documentation of expenditures for the Asian American Resource Center;•Implement paperwork for all expenditures and budget activity; maintain bookkeeping records.•File and process appropriate P-Card documentation and paperwork, including logs, receipts,•Initiate payments and returns for all services and goods required by department.•Process accounting and procurement paperwork.•Verify monthly budget reports and balances for all account line items.Education/Experience Associates Degree accepted, Bachelor's Degree preferred.Preferred Qualification Experience as receptionist and customer serviceExperience with supervisionExperience providing program and project supportExperience providing administrative supportTechnologically proficient with Office Suite and Outlook.Ability to organize, prioritize, and multitask to meet overlapping deadlines.Knowledge of office operations and management.Understand university protocols for processing contracts.Experience working with budgets.Experience managing online systemsPhysical Demands NoneAppointment and Compensation Details Anticipated Start Date 02/01/2025 Standard Hours Per Week 25 Working Hours Varies M-F, 8:00 a.m. - 4:30 p.m., 25 hours/week Hourly Rate $20.00/Hourly Earn Type Hourly Is Background Check Required YesApplicant Procedure Application ProcedureQuick Link to Applicant EEO Statement 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 CoordinatorHealth Services Building Room 230...@niu.edu815-###-####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 ...@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-###-#### for a hard copy.
- Read the Fire Safety Report. Contact the Department of Environmental Health and Safety at 815-###-#### for a hard copy.