Admin Generalist Coordinator

Indiana University; Bloomington (IN); On-site; USD 23,000 - 32,000; Full time

Benefits offered by this job

Medical insurance

Retirement plan

Tuition subsidy

Job summary

Indiana University in Bloomington, IN, is seeking an experienced Administrative Generalist for the Department of French and Italian. You will support office operations, coordinate travel for FRIT and SPAN, and help organize department events and communications.

The role requires strong organization, confidentiality, and multitasking abilities, with a commitment to professional service in a busy academic environment.

Qualifications

• Proficient written and verbal communication skills.
• Effective interpersonal skills.
• Excellent organizational skills.
• Demonstrates ability to maintain confidential information.
• Demonstrates excellent judgment and decision making skills.
• Ability to simultaneously handle multiple priorities.
• Maintains a high degree of professionalism.

Responsibilities

• Collects, builds, formats, and posts departmental class descriptions for fall, spring, and summer. Processes IU-funded faculty and student travel for FRIT and SPAN.
• Initiates travel reservations, travel pre-approvals, reimbursements, and other required travel documents for FRIT and SPAN.
• Works with Travel Management to ensure compliance with travel guidelines and policies.
• Plans and executes department events, including large receptions, room reservations, catering, and equipment setup.
• Serves as liaison for guests, attendees, invited speakers and vendors.
• Assists with faculty lectures and brown bag series by scheduling rooms and promoting events.
• Maintains department online events calendars and posts events to IU calendar.

Skills

Written and verbal communication

Interpersonal skills

Organizational skills

Confidential information handling

Judgment and decision making

Multitasking

Professionalism

Education

High school diploma or equivalent

2 years of relevant experience

Tools

Word

Excel

Job description

FRENCH AND ITALIAN (BL-FRIT-IUBLA)

The Department of French and Italian (FRIT) is nationally and internationally recognized for the success of its language programs, the breadth and depth of its offerings, and the scholarship of its faculty. We prepare students in French and Italian with courses ranging from beginning language study to doctoral seminars. We take pride in our well-organized, wide-ranging program and in the committed and collegial tone fostered by instructors and staff.

We offer undergraduate degrees in both French and Italian, including majors and minors, along with a certificate in Global French. We award advanced degrees in French/Francophone Studies, French Linguistics, and Italian Studies. We also offer a master's degree in French Instruction.

Come work with us in a friendly international community!

Department-Specific Responsibilities

• Collects, builds, formats, and posts departmental class descriptions for fall, spring, and summer. Processes Indiana University (IU)-funded faculty and student travel for FRIT and SPAN.
• Initiates travel reservations, travel pre-approvals, reimbursements, and any other required travel documents for FRIT and SPAN.
• Works closely with Travel Management to ensure compliance with changing travel guidelines, policies, and procedures for both FRIT and SPAN.
• Plans and executes department events for including large receptions including room reservations, catering arrangements, and equipment rental/setup.
• Serves as a liaison for guests, attendees, invited speakers and vendors.
• Assists with faculty lectures and brown bag series by scheduling rooms, equipment rental/usage and announcements/promotion.
• Maintains departments online events calendars and post events to IU calendar.

General Responsibilities

• Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow.
• Organizes office operations and procedures, such as creation of Word and Excel files, bookkeeping, and preparation of payrolls, flow of correspondence, filing, requisition of supplies, and other office services.
• Oversees opening, sorting, and routing of incoming mail, answers correspondence and prepares outgoing mail.
• Monitors the use of office supplies and equipment; reorders items as needed.
• Ensures that office procedures and policies are being maintained and communicated.
• Compiles, copies, sorts, and files records of office activities.
• May perform other duties related to maintaining an internal website and/or working with social media.

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

• Proficient written and verbal communication skills.
• Effective interpersonal skills.
• Excellent organizational skills.
• Demonstrates ability to maintain confidential information.
• Demonstrates excellent judgment and decision making skills.
• Ability to simultaneously handle multiple priorities.
• Maintains a high degree of professionalism.

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.

Bloomington, Indiana

$19.71 per hour

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)

Career Level: Intermediate

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Generalist

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.

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

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.

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 [e-mail] or by visiting IUPD.