Administrative Assistant for HLS Dean and Executive Associate Dean

Indiana University Bloomington; Bloomington (IN); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Health insurance

Paid holidays

Tuition subsidy

Job summary

Indiana University Bloomington's Hamilton Lugar School invites applications for an administrative support role serving the Dean and Executive Associate Dean. Responsibilities include calendar management, travel coordination, meeting material preparation, and maintaining program documents, reports, and receptions.

The role supports research efforts and ensures smooth operations across the Deans Office. The ideal candidate has a high school diploma or GED and at least four years of relevant

Qualifications

• High school diploma or equivalent (HSED or GED)
• 4 years of relevant experience.

Responsibilities

• Provides administrative support for Dean and Executive Associate Dean by managing schedules, preparing meeting materials, and coordinating travel arrangements.
• Assists with monitoring program progress and following up with stakeholders on completion or delay of program phases; schedules meetings and maintains program documents/reports.
• Assists with oversight of program activities, identifies issues, and ensures timely resolution.
• Manages calendars for the HLS Dean and Executive Associate Dean; coordinates annual calendar of recurring meetings led by the HLS Deans.
• Prepares meeting materials for the Deans, such as bios and briefing materials on key stakeholders.
• Makes travel arrangements for the HLS Dean and Executive Associate Dean and processes travel reimbursements.
• Manages reception for the HLS Deans Office and supervises 5-6 part-time reception desk student workers.
• Monitors and maintains inventory of office supplies and equipment for the Deans Suite.
• Provides support for HLS Dean and Executive Associate Dean on research projects and writing related to HLS programs.

Skills

Organizational skills

Confidential information handling

Verbal communication

Collaboration / team building

Judgment / decision making

Conflict management

Education

High school diploma or equivalent

Job description

Department

HAMILTON LUGAR SCHOOL (BL-SGIS-IUBLA)

Department Information

The Hamilton Lugar School of Global and International Studies (HLS)is a leader in the study of international affairs and thelanguages, cultures and perspectives shaping our world. HLS takes amultidisciplinary approach to global education, offeringinstruction in over 80 languages, the most in the country, andhelping students develop cultural fluency and expertise in nearlyevery region, including Africa, Russia, Latin America, Europe,Asia, and the Middle East.

Job Summary

Department-Specific Responsibilities

• Provides administrative support for Dean and ExecutiveAssociate Dean by managing schedules, preparing meeting materials,and coordinating travel arrangements.
• Assists with monitoring program progress, following up withstakeholders on the completion or delay of program phases,scheduling meetings and maintaining program documents andreports.
• Assists with oversight of program activities, identifies anyissues, and ensures issues are resolved promptly.
• Assists with monitoring program progress, following up withstakeholders on the completion or delay of program phases,scheduling meetings and maintaining program documents andreports.
• Assists with oversight of program activities, identifies anyissues, and ensures issues are resolved promptly.
• Manages the calendars for the HLS Dean and Executive AssociateDean.
• Coordinates annual calendar of recurring meetings lead by theHLS Deans.
• Prepares meeting materials for the Deans, such as collectingbios and briefing materials on key stakeholders and topics.
• Makes travel arrangements for the HLS Dean and ExecutiveAssociate Dean.
• Processes travel reimbursements for the HLS Dean and ExecutiveAssociate Dean.
• Manages reception for the HLS Deans Office, including the supervision of 5-6 part time reception desk student workers.
• Monitors and maintains inventory of office supplies andequipment for the HLS Deans Suite.
• Provides support for HLS Dean and Executive Associate Dean onresearch projects and writing related to HLS programs.

General Responsibilities

• Provides administrative support to executives, exercisingconfidentiality, tact and diplomacy.
• Utilizes business software applications to preparecorrespondence, reports, presentations, agendas, minutes, etc.
• Receives, screens, and directs incoming calls, visitors, mail,and email promptly, courteously, and accurately
• Manages executive's calendar, meetings, travel, correspondence,and budget.
• Acts as informal resource for colleagues with less experience;responds to more complex or escalated inquiries.
• Identifies, enhances, and follows specific processes andprocedures to maximize the efficiencies of the business to whichthe support is being provided.
• May perform other duties related to maintaining an internalwebsite and/or working with social media.

Qualifications

Combinations of related education and experience may beconsidered. Education beyond the minimum required may besubstituted for work experience. Work experience beyond the minimumrequired 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

• Excellent organizational skills
• Demonstrated ability to maintain confidential information
• Strong verbal communication and listening skills
• Excellent collaboration and team building skills
• Demonstrates excellent judgment and decision making skills
• Effective conflict management skills

Preferred

• Maintains a high degree of professionalism
• Demonstrates time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamicenvironment
• Highly thorough and dependable
• Demonstrates a high level of accuracy, even under pressure
• Good interpersonal skills for developing and maintainingeffective working relationships with faculty, co-workers, andexternal constituencies
• Strong organizational and administrative skills with theability to work both independently and collaboratively and toorganize and manage time effectively
• Initiative, creativity, and talent for problem-solving
• Excellent written communications skills with solid attention todetail in editorial and proofreading work
• Ability to manage multiple projects with differentdeadlines

Working Conditions / Demands

This role requires the ability to effectively communicate and tooperate a computer and other standard office productivityequipment. The position involves sedentary work as well as periodsof time moving around an office environment and the campus. Theperson in this role must be able to perform the essential functionswith or without an accommodation.

Work Location

Hamilton Lugar School of Global and International StudiesBuilding

Bloomington, Indiana

Benefits Overview

For full-time staff employees, Indiana University offers a widearray 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, criticalillness, and supplemental accidental death & dismembermentinsurance
• Base retirement plan with generous IU contributions, subject tovesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IUcourses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteerevents
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IUBenefit Programs Brochure.

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

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

Equal Employment Opportunity

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

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policystatements, 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.

Contact Us

Request Support

Telephone: [phone]