Administrative Assistant of the Paul H. O'Neill School of Public and Environmental Affairs Executive Education Program

Department Information

Founded in 1972, the O'Neill School was the first school to combine public management, policy, and administration with the environmental sciences. It remains the largest public policy and environmental studies school of its kind in the United States, with programs on both the IU, Indianapolis and IU Bloomington campuses.

Executive education for professionals and employers offers graduate level programs from the O'Neill School at IU, Indianapolis. These programs help employees earn graduate certificates and even an executive MPA from Indiana University. Executive Education also provides custom leadership and management programs for national and local clients in health care, social work, transportation, nonprofits, federal, state and local government, criminal justice, and public safety.

Job Summary

Department-Specific Responsibilities

• Provides administrative support to the Director of the O'Neill Executive Education program.
• For the Director, review incoming correspondence and initiate, draft, proofread and provide quality control for all correspondence and communication endorsed by the Director (pertaining to Executive Education-O'Neill, IU Indianapolis), disseminating information and follow up as needed. Utilize business software applications to prepare correspondence, reports, presentations, agendas, minutes, faculty and client agreements, etc.
• Collaborate with O'Neill graduate program and university admissions and registrar staff to register, process documentation for ongoing classes and graduation in credit programs. Maintain student records for Executive Education programs
• Support non-credit programs offered by Executive Education - Check-in participants; prepare attendance lists, name tags, name tents, certificates of completion; maintain program databases; copy program materials as needed; and other assignments as needed.
• Receive, assist program participants and other guests.
• Provide support for Executive Education events, recruitment, graduation and other projects as necessary. Coordinate or assist in special projects for the Director as requested. May perform other duties related to Executive Education Educational Resources and International 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

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED)

Preferred

• Bachelor's degree

WORK EXPERIENCE

Required

• 4 years of relevant experience.

SKILLS

Required

• Excellent organizational skills.
• Demonstrates 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.