Administrative Generalist Coordinator

Indiana University; Indianapolis (IN); On-site; USD 45,000 - 50,000; Full time

Benefits offered by this job

Medical & dental insurance

Tuition subsidy

Paid holidays

Paid time off

Job summary

Indiana University Indianapolis seeks an Administrative Generalist Coordinator to support the Provost Office and serve as the main contact for faculty accessing the IU Indianapolis Faculty Council materials. You will archive official documents, manage elections and ballots, and advise committees on timetables and motions.

The role requires strong communication, organization, and confidentiality, with a minimum of a high school diploma and at least four years of relevant experience.

Qualifications

• Requires strong communication and interpersonal skills with the ability to maintain confidentiality.
• Experience coordinating meetings, records, and elections; familiarity with governance processes.

Responsibilities

• Provides access to documents or recordings for faculty governance bodies.

Skills

Communication

Interpersonal skills

Organizational skills

Confidentiality

Judgment & decision making

Professionalism

Prioritization

Time management

Leadership

Education

High school diploma or equivalent

Job description

ACADEMIC AFFAIRS (IN-ACAD-IUINA)

The Administrative Generalist Coordinator supports the Indiana University (IU) Indianapolis Provost Office and serves as point of contact for faculty who seek the services of the IU Indianapolis Faculty Council or officers.

Department-Specific Responsibilities

• Provides access to requested documents or recordings.
• Archives official documents relating to policy statements for the Council and Office of the Provost.
• Anticipates needs for documentation and archival materials.
• Manages faculty elections and ballots in collaboration with relevant faculty bodies; ensures security.
• Advises faculty on formats of motions with the minutes, documents, or ballots for clarity. Creates Follow up independently on items raised at meetings as appropriate. Anticipates needs whenever possible.
• Advises the Executive and Nominating Committees on the timetable for the regular elections including, but not limited to: Indianapolis Faculty Council (IFC), University Faculty Council (UFC), campus Promotion and Tenure Committee, Board of Review Pool, IFC President, IFC Vice President, Executive Committee, and Nominating Committee.
• Proposes the academic year calendar of regular meetings for the IFC calendar to the Executive Committee.
• Works closely with the Nominating Committee to keep the election cycles on track by soliciting and organizing nominations and committee preferences from faculty and contacting potential candidates while abiding by the IFC Constitution and Bylaws.
• Provides oversight on the IU Indianapolis faculty policies and university policies for compliance with Council actions.
• Responds to incoming mail for the IFC President (including UFC matters) and makes decisions about appropriate referral and follow-up.
• Serves as contact person to assist those outside or within faculty governance who need assistance with contacts or information about accessing documents.
• Receives and answers general inquires for the Faculty Council and its officers.
• Maintains minutes, circulars, records of actions, and pending actions.
• Utilizes email, listserv, and web pages to facilitate sharing of information between officers and the faculty at large.

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.

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.

Indianapolis, Indiana

$45,000.00 - $50,000.00 per year

Benefits

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

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.

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