Admin Generalist Coordinator

Indiana University; Bloomington (IN); On-site; USD 38,000 - 42,000; Full time

Benefits offered by this job

Medical and dental insurance

Tuition subsidy for IU courses

Paid holidays and generous PTO

Employee assistance program

Job summary

Indiana University in Bloomington seeks an Administrative Generalist to provide comprehensive office support for the Department of Mathematics. You will handle mail, scheduling, copying, course materials, and faculty/guest services, while coordinating with staff on grants, billing, and reports.

The role requires at least a high school diploma and 4 years of relevant experience, excellent communication, organization, and discretion.

Qualifications

• Proficient communication and interpersonal skills essential.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong organizational, time-management and multitasking abilities.
• Professional conduct with diverse populations, including faculty and students.
• Capable of leading and training others when needed.

Responsibilities

• Manages departmental imaging, duplicating, and exams processing.
• Serves as primary contact and info resource for students, faculty, and staff.
• Coordinates mail, supplies, scheduling, and classroom events.
• Prepares reports on copy usage and billing.
• Computes and maintains faculty directories and access to copiers.
• Supports graduate and undergraduate hiring processes and I-9/background checks.
• Backup for timesheet approvals and office website maintenance.

Skills

Proficient communication

Interpersonal skills

Organizational skills

Confidential information

Judgment & decision making

Professionalism

Multitasking

Time management

Leadership

Education

High school diploma or equivalent

Job description

MATHEMATICS (BL-MATH-IUBLA)

An internationally recognized mathematics program, the Department of Mathematics at IU has been expanding the frontiers of mathematical understanding on a wide range of topics for over 100 years. We are a vibrant center for high-quality research and training at both graduate and undergraduate levels.

We are dedicated to producing stellar mathematical research integrated with high quality mathematical education and mentoring at all levels, from first-year undergraduate service courses through graduate and postdoctoral study.

We are committed to outreach activities at all levels, to disciplinary and interdisciplinary engagement with our colleagues in the College of Arts and Sciences, at Indiana University, and throughout the state, nation, and world. We enhance Indiana University, and the state of Indiana, through our efforts. And we continue to improve our tradition as a top-tier Department of Mathematics.

Toward the achievement of these goals, we are committed to a respectful, supportive, and welcoming workplace, one in which faculty and students alike can achieve their best.

Department-Specific Responsibilities

• Manages, coordinates, and directs all digital imaging and duplicating services for the Department of Mathematics. It serves as the first point of contact and administrative information resource for students, faculty, parents, and others as they visit the Math Department.
• Manages, coordinates, and directs the digital imaging and duplication of all exams, along with other digital imaging needs of the department.
• Serves as the primary person using the software to create individual exams with unique codes. Creates, scans, and distributes answer sheets, scanned answer sheets and graded exams. Coordinates with course coordinators to make sure the correct number of exams are printed and ensures they are ready on time.
• Trains new faculty and staff on copier and printer use. Oversees the machines completing small repairs or scheduling repairs that require a repair specialist.
• Manages and assigns copy numbers to all faculty, lecturers, and staff and informs them which copiers and printers they have access to.
• Prepares monthly reports reflecting copy usage. Tracks records of all charges to ensure correct billing via grants and/or billing each month.
• Coordinates mail, FedEx, supplies and other duties as assigned.
• Provides administrative support and manages appointments for department faculty and key staff. Serves as the initial primary point contact, answering incoming phone calls and providing direction and guidance for those calling or coming into the office in person.
• Manages and compiles faculty directories.
• Oversees the distribution and tracking of office keys.
• Responsible for managing the lost and found.
• Coordinates and places textbook orders, collects faculty schedules and responsible for scheduling classrooms for unique events.
• Oversees letters to major donors and flyers for Math Call-Out nights.
• Serves as the point person for building and classroom maintenance issues, reporting those issues to make sure they are corrected/resolved.
• Typesetting exams in MS Word, learning LaTeX. Serves as the backup to the office services assistant as needed.
• Using appropriate software, produces annual departmental newsletter, incorporating components such as pictures and articles written by faculty.
• Provides administrative support to the graduate services assistant with copying, filing and record keeping, in addition to processing I-9's and background checks for graduate student hires (SAA and RA positions).
• Assists the Undergraduate Director in collecting applications for hiring graders each semester, processing the eDocs, I-9's and background checks for those positions as well as creates/updates a shared spreadsheet.
• Backup for KUALI timesheet approvals.

General Responsibilities

• Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow.
• Organizes office operations and procedures, such as creating Word or 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.
• Purchases and maintains office supplies and equipment, as well as budget expense control.
• May be part of a team to select and train other staff and allocate tasks and assignments to lower-level appointed staff and monitor their performance.
• May assist with administrative needs related to the daily operations, planning, and implementation of various or multiple student services or department initiatives.
• May work on office projects engaging others to collaborate and accountable to see through completion.
• 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

• 4 years of relevant experience.

SKILLS

Required

• Proficient communication skills.
• Effective interpersonal skills.
• Excellent organizational skills.
• Demonstrates ability to maintain confidential information.
• Demonstrates excellent judgment and decision making skills.
• Maintains a high degree of professionalism.
• Ability to simultaneously handle multiple priorities.
• Demonstrates time management and priority setting skills.
• Ability to lead/manage others.

Preferred

• Knowledge of social media and the web, comfortable with technology and change. Strong verbal and written communication skills. This position must be able to communicate with a wide variety of populations, including faculty, lecturers, visitors and graduate students.
• Ability to work well under the pressure of deadlines and in stressful situations.
• Ability to focus with a high attention to detail, along with creative problem-solving skills to trouble shoot issues as they occur.

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.

Ability to work more than 40 hours per week for approximately 4 weeks per year during peak seasons for the department such as midterm and finals, both fall and spring semesters.

Ability to work 2-4 Saturday mornings each year during midterms in both the fall and spring semesters.

Bloomington, Indiana

$38,000 - $42,000 annually

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.

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Generalist

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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.

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.

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