Administrative Assistant for HLS Dean and Executive Associate Dean

Job Summary

Department-Specific 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, following up with stakeholders on the completion or delay of program phases, scheduling meetings and maintaining program documents and reports.
• Assists with oversight of program activities, identifies any issues, and ensures issues are resolved promptly.
• Assists with monitoring program progress, following up with stakeholders on the completion or delay of program phases, scheduling meetings and maintaining program documents and reports.
• Assists with oversight of program activities, identifies any issues, and ensures issues are resolved promptly.
• Manages the calendars for the HLS Dean and Executive Associate Dean.
• Coordinates annual calendar of recurring meetings lead by the HLS Deans.
• Prepares meeting materials for the Deans, such as collecting bios and briefing materials on key stakeholders and topics.
• Makes travel arrangements for the HLS Dean and Executive Associate Dean.
• Processes travel reimbursements for the HLS Dean and Executive Associate 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 and equipment for the HLS Deans Suite.
• Provides support for HLS Dean and Executive Associate Dean on research projects and writing related to HLS programs.

General Responsibilities

• Provides administrative support to executives, exercising confidentiality, tact and diplomacy.
• Utilizes business software applications to prepare correspondence, 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 and procedures to maximize the efficiencies of the business to which the support is being provided.
• 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.

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, dynamic environment
• Highly thorough and dependable
• Demonstrates a high level of accuracy, even under pressure
• Good interpersonal skills for developing and maintaining effective working relationships with faculty, co-workers, and external constituencies
• Strong organizational and administrative skills with the ability to work both independently and collaboratively and to organize and manage time effectively
• Initiative, creativity, and talent for problem-solving
• Excellent written communications skills with solid attention to detail in editorial and proofreading work
• Ability to manage multiple projects with different deadlines

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.

Work Location

Hamilton Lugar School of Global and International Studies Building

Bloomington, Indiana

Benefits Overview

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.

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 of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

Contact Us

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Telephone: 812-856-1234