Office Administrator - NIU Rockford (3931)

Northern Illinois University • Dekalb, IL • 2h ago

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/13366364

The Office Support Specialist duties and responsibilities include providing administrative support to ensure efficient operation of the office. The position supports the staff through a variety of tasks related to the organization and communication within and outside of the office. The Office Support Specialist is responsible for maintaining confidentiality and delivering time-sensitive work. Experience working in an office environment is necessary.

\ The person in this position will be able to effectively communicate via phone and email, and ensure all Office Support Specialist duties are completed accurately and delivered with high quality and in a timely manner. The Office Support Specialist will be required to rely on experience and judgment to plan and accomplish goals and will be required to work independently to complete tasks.\ \ This position is located at the NIU Rockford facility.

Administrative Support for Co-Leaders 40%\

Provide clerical support for CEO and COO.

Answer and relay phone calls.

Schedule appointments/rooms and refreshments.

Print and compile needed materials.

Summarize program evaluation and community conversations.

Generate Reports as requested.

Transcribe meeting notes.

Make travel arrangements as needed.

Respond to emails.

Constituent Correspondence/Communication 25%\

Update and maintain CRM database records.

Greet participants and guests/work check-in at events.

Draft correspondence, as requested.

Proofread newsletters and correspondence of co-leaders.

Fiscal Management Assistance 20%\

Make and track deposits.

Track Eventbrite and PayPal deposits.

Development and maintain a payable tracking system.

Work with accounting partner to reconcile/cross check financial

reports.

Prepare and monitor invoices.

Collect and file W-9 forms.

Collect and share audit materials with NICNE auditor, as directed by

internal co-leader.

Office Management 15%\

Ensure efficient office processes.

Maintain Mailchimp lists.

Develop and maintain a filing system.

Order supplies and maintain supply inventory.

Coordinate office procedures.

Organize file systems.

Participate in weekly staff meetings.

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