Office Manager

Find your Career at Northern Illinois UniversityLink to Department Website or Custom Search PagePosition Summary, Requirements, and QualificationsPosition Summary, Requirements, and QualificationsOverviewSituated within NIU, The College of Law has a rich history of distinction in legal education rooted in access, diversity, and excellence in teaching . Student success is our top priority. Our charter is simple: We provide our students with a high-quality and affordable legal education. We want our students to realize the value of a legal education – how their training can help them professionally and how their preparation to practice law will allow them to positively impact the communities in which they live.The College of Law is one of seven academic colleges in the university. The College of Law operates the Business Legal Innovation Clinic ( BLIC ) and may operate additional clinics in the future housed at NIU’s central campus at the College of Law in DeKalb.Position SummaryThis position serves as the Office Manager for the Business Law Clinic and any future clinics housed on campus. The Office Manager shall support the Director of the Business Law Innovation Clinic and the Director(s) of any other future clinic(s) housed on campus. The Office Manager shall provide training and oversight to ensure that the policies and operations of the Clinical Program are followed and adhered to by clinical faculty, clinical students, and clinical graduate students working on campus.Essential Duties and ResponsibilitiesHandling of Client CaseworkPerforms numerous functions necessary for the proper handling of law school clinical courses and related client casework, including preparation of documents and correspondence, maintaining client case filing system, scheduling calendars, statistics for regular reports, and reporting issues for the clinic facility.Administrative SupportEstablishes and initiates appointments, revises the on campus clinic calendar(s), informs on-campus clinic Director(s) of impending engagements, and prepares necessary materials; office hours and any class sign-up lists for on campus clinic faculty. May compose and distribute class materials, as needed.Primary contact in the Clinical Law Center to clinic faculty, clinic staff, clinic students, clinic graduate assistants, and clients.Responds to inquiries on behalf of on campus Director(s) of the BLIC and any other on campus clinics in the future.Serves as a liaison between the Director(s) and external units on campus, students, faculty members, staff, and external constituencies.Uses independent judgement, anticipating and responding to the detailed needs of the on-campus clinic Director(s) and the Clinic(s).Clinic-Related TasksServes as on-campus administrative support for the Clinical Law Center by supporting clinical faculty and clinical students working in Swen Parson.Organizes and manages on-campus clinical events including clinic information sessions, clinic seminar courses, and clinic related speakers and special events. This position works collaboratively with clinic graduate assistants and oversees their work and compliance with all clinic protocols and procedures.The employee shall perform other clinic related tasks as directed by the Director(s) of the Business Law Innovation Clinic, the Director(s) of any on-campus clinics in the future, the Director of Clinics, the Associate Dean for Academic Affairs, and the Dean of the College of Law.Assists with the creation of newsletters, flyers, and other promotional or informational materials for the Business Law Innovation Clinic and related Clinical Law Center activities. The Office Manager will help gather photos, event details, and other relevant content to showcase clinic initiatives and student work and prepare the finished product in collaboration with the College of Law’s communications team.Records and FilesEstablishes and maintains confidential records and files and produces confidential correspondence. This position receives a variety of highly confidential legal materials, which must be handled carefully.Organization of the OfficeOrders office supplies and copy paper for the Clinical Law Center at an operational level.Provides oversight and management of the physical space, equipment, and resources available at the Clinical Law Center.Maintains resource library and practice materials, updating of resources as they become available.Communication with Legal Service OrganizationsThe employee shall communicate with other legal service organizations, lawyers, judges, clients, and related constituencies or groups as directed by the Director of the Business Law Innovation Clinic, the Director(s) of any on campus clinics in the future, the Director of Clinics, the Associate Dean for Academic Affairs, and Dean of the College of Law.Minimum Required Qualifications (Civil Service)Knowledge, Skills, and Abilities (Civil Service)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.Preferred Qualifications (Civil Service)Demonstrated knowledge of Word, Excel, and Outlook.Good communication, cooperativeness, and ability to work as part of a team.Organization, accuracy, diplomacy, and persistence in follow-up.A high degree of confidentiality and independent thinking.Appointment and Compensation DetailsAnticipated Appointment Start Date: TBDAnticipated Appointment End Date:Percent of Staff Year: 1.00Standard Hours Per Week: 37.50Working Hours: 8:00 am-4:30 pm, Monday-Friday, one-hour lunchIn 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 230In 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 AccommodationNIU 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 #J-18808-Ljbffr