Administrative Assistant

Indiana University; South Bend (IN); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Comprehensive medical and dental保险

Job summary

Indiana University in South Bend seeks an Intermediate Administrative Support professional to assist the Dean's Office in the College of Arts and Sciences. This role requires discretion, tact and strong judgment to support campus operations and leadership.

The position handles correspondence, reports, agendas, minutes and data for expense and statistics; assists with events and internal communications while balancing multiple priorities.

Qualifications

• High school diploma or equivalent
• 2 years of relevant experience
• Excellent organizational skills
• Ability to maintain confidential information
• Strong verbal communication and listening skills
• Excellent judgment and decision making
• Ability to manage multiple priorities and remain composed under pressure

Responsibilities

• Provides administrative support to a department or group of professionals, maintaining confidentiality, tact and diplomacy.
• Prepares correspondence, reports, agendas, minutes, and data for expense/statistical reports; may manage event details.
• Receives and directs incoming calls, visitors, mail, and email promptly and courteously.
• 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.
• Supports college events and activities; may manage internal website and social media.

Skills

Excellent organizational skills

Maintains confidential information

Strong verbal communication and active

Education

High school diploma or equivalent

Job description

Department Specific Responsibilities

• Provides 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.

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.

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.

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 Support

Request Support

Telephone: [phone]

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.