Administrative Assistant

Indiana University; South Bend (IN); On-site; USD 40,000 - 56,000; Full time

Benefits offered by this job

Medical and dental insurance

Health savings account

Retirement plan

Tuition subsidy

Paid holidays

Paid time off

Employee assistance program

Job summary

Indiana University in South Bend seeks an administrative support professional for the Dean's Office in the College of Arts & Sciences. You will prepare correspondence, manage schedules, handle expense tracking, and assist with events and campus communications.

The role emphasizes confidentiality, tact, and professional judgment, with opportunities to contribute to CAS operations and internal communications.

Qualifications

• Excellent organizational skills demonstrated in handling multiple tasks.
• Ability to maintain confidentiality in a professional environment.
• Strong verbal communication and listening abilities.
• Demonstrates good judgment and decision making.
• Ability to simultaneously handle multiple priorities.
• Maintains composure under pressure in a busy office.

Responsibilities

• Provide broad administrative support within the Dean's Office, handling confidential information with tact.
• Prepare correspondence, reports, presentations, agendas, and minutes using business software.
• Assist with scheduling, travel arrangements, and expense tracking.
• Develop and implement administrative standards, policies, and practices for CAS.
• Support college events and activities; assist with website and social media tasks.

Skills

Organizational skills

Confidential information

Verbal communication

Judgment and decision making

Multitasking

Composure under pressure

Education

High school diploma or equivalent

Job description

Department COLLEGE OF ARTS & SCIENCES (SB-CASC-IUSBA)

Job Summary

Department Specific ResponsibilitiesProvides broad administrative support within the Dean's Office of the College of Arts and Sciences (CAS), exercising a high degree of confidentiality, tact, diplomacy, and professional judgment in support of college operations and leadership.

Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports; utilizes event management software to create and manage events and guest lists; and helps to manage information related to annual scholarships within CAS.

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.

Assists with college events, programs, and other activities supporting the mission and operations of the CAS.

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

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.

EDUCATIONRequiredHigh school diploma or equivalent (such as HSED or GED.)

WORK EXPERIENCERequired2 years of relevant experience.

SKILLSRequiredExcellent organizational skills.

SKILLSRequiredDemonstrates ability to maintain confidential information.

SKILLSRequiredStrong verbal communication and listening skills.

SKILLSRequiredDemonstrates excellent judgment and decision making skills.

SKILLSRequiredAbility to simultaneously handle multiple priorities.

SKILLSRequiredMaintains composure under pressure.

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.

Benefits Overview

• 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)

Job Classification

Career Level: Intermediate

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

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Equal Employment Opportunity

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.

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