Office Manager

About North Park

Founded in 1891, North Park University is a Christian university affiliated with the Evangelical Covenant Church of over 3,200 students from around the country and the world.

North Park University is located in the Albany Park neighborhood of Chicago, one of the most ethnically diverse zip codes in the United States. It is nine miles from downtown Chicago. The North Park campus has often been referred to as an oasis in the heart of the city – a place where students from urban, rural, and suburban backgrounds alike can call home. And all of this within the major metropolitan backdrop of Chicago: one of the world’s largest and most diversified economies, renowned for its museums and music, and voted best large city in the U.S. for four years in a row by Condé Nast Traveler.

Mission

The mission of North Park University is to prepare students for lives of significance and service through education in the liberal arts, professional studies, and theology.

Vision

Building on our core institutional identity—Christian, city-centered, intercultural—our vision is to create a university of uncommon character and enduring excellence, where faith, learning, and service meet.

Position Summary

The Education Office Manager reports to the Dean of the School of Education and works closely with the faculty of the SOE, the Coordinator of Clinical Experiences, the Marketing/Admissions Coordinator, and the Program Advisors.

As the first contact with students and visitors, the Office Manager needs to have interpersonal and clerical skills appropriate for assisting teacher candidates as well as dispersing information about the program. This position organizes and manages secretarial support for the faculty members in the School of Education. The Office Manager must be discreet in maintaining confidentiality regarding all student and faculty interactions.

The Office Manager needs to have technological skills to prepare documents, letters, tests, and spreadsheets for SOE faculty and staff, to prepare information (charts, reports, student information, etc.) for SOE meetings, to generate brochures and checklists for undergraduate and graduate programs, and maintain up-to-date databases. The Office Manager also schedules education events, answers incoming calls, maintains communication with education students (through phone, correspondence, and e-mail), maintains and oversees student files, and supports all education faculty.

Responsibilities

Support Dean and School of Education faculty and staff:

• Provide primary administrative support for the Dean of the School of Education and secondary support for 12 full-time faculty and staff and approximately 38-40 adjunct faculty.
• Provide computer support for the Dean and faculty members.
• Create (word process) documents (brochures, charts, letters, tests, agendas, meeting minutes, newsletter, checklists, etc.) for many functions of the School of Education using multi-faceted current computer programs.
• Send out calendar appointments for all SOE and University important dates using MS Outlook to all SOE faculty and staff.

Keep confidential student files up to date:

• Following proper procedure, create and maintain all student confidential files in coordination with SOE Advisors, MAT Coordinator, MAEL Coordinator, and Licensure Officer.
• File all relevant student materials in their respective confidential files.

Maintain databases:

• Maintain contact information with over 100 cooperating schools and teachers.
• Request and maintain all contact information for all full-time faculty and staff as well as adjunct faculty.
• Process and record Voucher and CPDU’s for student hosting our teaching candidates.

Facilitate financial issues:

• Create academic yearly and summer adjunct faculty contracts, as well as all  full-time faculty overload and summer contracts.
• Process all mileage, expense and conference request reports.

Keep electronic and paper files current:

• Request, track and post all syllabi from all full-time and adjunct faculty for each course from the SOE course listings during Fall Quads A and B, Spring Quads A and B, and the 3 summer terms.
• Have primary responsibility for the course syllabi, all SOE faculty/ staff meeting agendas and minutes, all committee meeting minutes, all handbooks, all program reports, and resumes.
• Request and retain copies of transcripts, resumes, and teaching certificates for all adjunct faculty.

Support university and School of Education accreditation requirements:

• Compile necessary enrollment and benchmark data for program assessment reports used for state accreditation.

Support student clinical experiences:

• Prepare all student teaching requests in coordination with the Coordinator of Field Experiences.
• Semi-annually create and mail out all Teacher Aiding, Mini-Teaching and Student Teaching cooperating teacher packets in coordination with the Coordinator of Field Experiences.

Plan special events:

• Plan, schedule, and organize all special events, including two candidate graduation dinner celebrations for 75-100 students, faculty and staff. support student requests, inquiries, and needs.
• Correspond with and answer questions for education students in person, by phone, or e-mail.

Coordinate and implement all aspects of efficient office functioning:

• Maintain an efficient, functional, and neat office.
• Support completion of student evaluations in all classes four times per year.
• Reserve and maintain office, AV, and technological equipment.
• Create a friendly office atmosphere which is responsive to faculty requests and student needs.
• Greet people (students, faculty, and staff) in a pleasant manner and offers  help or service as needed.
• Track and order all SOE materials and supply for sole use by the SOE.

Requirements

• This is a full-time, 12-month, office-based position.
• Effective interpersonal skills.
• Strong written and spoken communication skills.
• Efficient organizational skills.
• Previous experience in office management.
• Skills in collaboration, organization, and communication.
• An ability to communicate effectively (oral and written) with students, administrators, faculty, staff members, and outside constituencies.
• An orientation to detail and precision.
• Proficiency with Microsoft Suite: Word, Excel, Outlook, PowerPoint, etc.
• Possess a clear understanding and personal commitment to North Park University’s mission of Christian higher education.

Benefits

• Medical Insurance
• Dental Insurance
• Prescription Plan
• Flexible Spending Account
• Commuter Benefit
• Life Insurance
• Disability Insurance
• Retirement Plan
• Tuition Remission
• Helwig Recreation Center