Administrative Assistant at Indiana University in Indianapolis, Indiana

Job Description:

Department



STUDENT LIFE (IN-STLI-IUINA)



Department Information



Mission: Intentionally build an engaged, inclusive, and healthy campus community through hands-on learning experiences and holistic student support.


Vision: To support, empower, and prepare every student for success.


Values: Student Centered: we center what is best for students in our decision-making, collaborative, we understand that working together is what is best for students.


Data Informed: We use national and IU research and data to improve and evolve.


Being informed: Communicates our credibility and our impact.


Committed: We are all in. We aim to deliver consistent, high-quality experiences for students.



Job Summary



Department Specific Responsibilities

• Provides administrative support to the Office of the Dean of Students team members.


• Directs administrative support is provided to the leadership of the unit, including 9 additional staff members.


• Provides general information related to Student Conduct, Student Support, and the Care Team.


• Supports Paws' Pantry administrative functions.


• Coordinates travel arrangements and reimbursements through Travel Management.


• Renews professional association memberships. Inventory and purchase office supplies. In conjunction with the Associate Dean of Students, determine and implement suite office policies.


• Oversees various general office email addresses. May provide administrative support to the Dean of Students and other units within the Division of Student Affairs as needed.


• Answers phones and screen calls, judging importance and forwarding the caller to the appropriate office/person.


• Greets all visitors and answer inquiries in a friendly and inviting manner.


• Possesses working knowledge of campus resources and services to assist students, staff, faculty, and visitors.


• Serves as a Notary Public for students, staff, and faculty. Interact with contacts at all levels within the university as well as external constituents. Professional judgment and maintenance of appropriate confidentiality must be exercised at all times due to the level of internal and external contacts.


• Handles projects as assigned by the Associate Dean of Students for Student Conduct and Support.


• Prepares/researches/collects information for reports generated student conduct or student advocacy and support.


• Schedules all Care Team meetings and provides support in directing all inquiries for the Care Team.


• Supports large-scale unit programs if needed. May occasionally work on projects at the request of the Dean of Students.


• Assists with the academic misconduct process by entering data and responding to inquiries, research student information through the use of SIS and student conduct software.


• Performs internal and external disciplinary background record checks.


• Maintains electronic and paper files related to student misconduct and correspond with academic units and students.


• Prepares invoices, distribution vouchers, purchase orders, and other financial documents, using word processing, spreadsheet, database, and/or university financial systems.


• Manages Pro-card and review and reconcile monthly balance statements. Manage payments and deposits for various student programs.


• Records and maintains budget for the Office of the Dean of Students.

General Responsibilities

• Provides administrative support to a department or group of professionals, exercising confidentiality, tact and diplomacy.


• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports.


• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.


• Schedules and confirms appointments, meetings, and travel arrangements; tracks expenses.


• Participates in the development and implementation of administrative standards, policies and practices for the organization.


• May perform other duties related to maintaining an internal website and/or working with social media.

Qualifications



Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.


EDUCATION



Required

• High school diploma or equivalent (such as HSED or GED)

WORK EXPERIENCE



Required

• 2 years of relevant experience

SKILLS



Required

• Excellent organizational skills


• Demonstrates ability to maintain confidential information


• Strong verbal communication and listening skills


• Demonstrates excellent judgment and decision making skills


• Ability to simultaneously handle multiple priorities


• Maintains composure under pressure

Preferred

• Knowledge and experience with Microsoft Office suite and Microsoft Outlook.


• Demonstrates excellent written and oral communication skills. Ability to prioritize and balance work. University systems experience desired (SIS, FIS, EPIC,
  WCMS)


• Required equipment utliized: Personal computer, fax machine, copy machine, student conduct software.

Working Conditions / Demands



This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.



Work Location



IU Indianapolis


Indianapolis, Indiana



Benefits Overview



For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance


• Health savings account with generous IU contributions


• Healthcare and dependent care flexible spending accounts


• Basic group life insurance paid by IU


• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance


• Base retirement plan with generous IU contributions, subject to vesting


• Voluntary supplemental retirement plan options


• Tuition subsidy for employees and family members taking IU courses


• 10 paid holidays plus a paid winter break each year


• Generous paid time off plans


• Paid leave for new parents and IU-sponsored volunteer events


• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.



Job Classification



Career Level: Intermediate


FLSA: Nonexempt


Job Function: General Administration


Job Family: Administrative Support


Click here to learn more about Indiana University's Job Framework.



Posting Disclaimer



This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.


If you wish to include a cover letter, you may include it with your resume when uploading attachments.



Equal Employment Opportunity



Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.



Campus Safety and Security



The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.



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