Office Support Associate

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:

The Office Support Associate is solely responsible for providing administrative support and managing general office operations across multiple departments within the College of Business and Technology. This role requires sound judgment, initiative, and a strong understanding of both general office practices and specific departmental procedures. Proficiency in commonly used software applications is essential to effectively perform the duties of this position.

Job Description:

• Creates, updates, revises, and retrieves files, records, and departmental contacts/LISTSERVs, which may include indexing and cross-referencing. Responsible for maintaining accurate, organized, and accessible information, including confidential materials.

• Oversees the annual fixed asset inventory for multiple departments, ensuring accurate tracking, documentation, and compliance with university policies.

• Develop and implement office procedures, workflows, and best practices to improve efficiency.

• Prepares and maintains accurate and timely cash reconciliations to ensure financial records are complete.

• Prepare purchase orders to coordinate the timely procurement of office supplies, ensuring a just-in-time inventory approach to minimize waste and optimize efficiency.

• Assist in the coordination of department meetings and events.

• Coordinate daily office operations and ensure an organized, professional, and efficient work environment.

• Support onboarding of new faculty and staff, including workspace setup and systems access.

• Maintain relationships with outside vendors including publishers. 

• Troubleshoot and resolve administrative problems or inquiries independently when possible.

• Greet visitors, answer telephones, and direct calls or messages to appropriate staff; initiate outgoing calls to gather requested information.

• Provide front desk support as needed, managing reception duties to ensure smooth operations and maintaining effective communications with team members to coordinate services.

• Monitor and review incoming correspondence, directing inquires or issues to the appropriate source for follow up and resolution.

• Receive, sort and distribute incoming mail, packages and internal correspondence to designated recipients; ensure confidential and time-sensitive materials are handled appropriately.  

• Prompt coordination of faculty classroom change requests.

• Performs other related duties as assigned.

Minimal Qualifications:

1. High school diploma or equivalent.

2. Any one or combination totaling eighteen (18) months from the categories below:

A. College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:

• 30 semester hours equals one (1) year (12 months)

• Associate's Degree (60 semester hours) equals eighteen months (18 months)

B. Work experience performing office/clerical activities, including the use of computer systems.

Hours: Monday - Friday, 8:30 A.M. - 4:30 P.M. (Hours may vary depending on departmental needs).

Location: NEIU Main Campus (5500 North St. Louis Avenue, Chicago, IL 60625)

Setting: Office Support Associate is an on campus position, not eligible for Hybrid or Remote work.

This position requires a background check.

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Salary Range

21.63

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Benefits

University employees may be eligible for a variety of State of Illinois benefits. These benefits are administered through the Illinois Department of Central Management Service (CMS). Please visit our Employee Benefits page to learn more about our comprehensive benefits package including health, dental, and vision benefits, sick and vacation days, and participation in the State Universities Retirement System.

Northeastern Illinois University is an Equal Opportunity/Affirmative Action employer and invites applications from Women, Minorities, Veterans and Persons with Disabilities, as well as other qualified individuals. Northeastern Illinois University's positions are contingent upon the University's receipt of its State of Illinois appropriation.

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