Part-Time Administrative Assistant, Office of Student Life

Job Summary

Department-Specific Responsibilities

• Serves as secondary point of contact for calls and visitors to the Dean of Students Office, respond to inquiries and requests and make referrals to appropriate individual or University offices.
• Cover the front desk consistently.
• Tracks schedules for occupants in the Dean of Students (DOS) suite and communicate with other admins and student employees for awareness
• Maintains holiday schedule/coverage
• Assists with training and support for student workers staffing the front desk.
• Coordinates office operations such as supply ordering, printer/copier maintenance, conference room activities and scheduling, maintaining parking passes and general suite facilities maintenance.
• Orders office supplies such as candy, water bottles, etc. for students and guests
• Assists with administrative needs related to the daily operations, planning, and implementation of various or multiple student services initiatives.
• Perform duties such as attending the front desk, answering phones and email, and delivering messages and mail.
• Serves as a liaison to campus partners for cross-departmental student services initiatives, providing information, securing space reservations, scheduling planning meetings, and providing necessary documentation.
• Serves as the Dean of Students point of contact for the Indiana Memorial Union.
• Maintains Teams folder.
• Prepares and sends sensitive and confidential communications on behalf of the Dean of Students.
• Provides administrative support for Associate Vice Chancellor(s) and Deans and Directors as necessary for the Dean of Students Office exercising confidentiality, tact, diplomacy and strong customer service.
• Schedules and confirms appointments, manage calendars, evaluate requests for meetings, and schedule travel arrangements for Associate Vice Chancellor(s) and deans/directors as needed.
• Assists with special projects; conducts research projects on student life initiatives as assigned by the Associate Vice Chancellor (ASVC), prepares routine and non-routine reports including gathering and summarizing data.
• Maintains strict confidentiality and greets all guest and callers with a calm and respectful demeanor.
• Provides assistance to student participants, stakeholders, faculty, and/or staff.
• Acts as a resource by analyzing information, providing documentation and preparing reports. Accurately maintains electronic records and databases.
• Assists with daily scheduling, training and gathering of student feedback. May prepare and disseminate handouts, presentations, or other materials.
• Assists in maintaining IUBDOS email account.
• Organizes Deans Advisory Council events for about 20 students monthly.
• Assists with DOS correspondence.
• Assists in organizing smaller events and small/large retreats.
• Assists in organizing and executing Dean's suite events such as Souper Bowl.
• Occasionally assist with deans and director's travel.

Qualifications

EDUCATION

Required

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

WORK EXPERIENCE

Required

• 2 years of in office environment, higher education or related field.

SKILLS

Required

• Excellent organizational skills.
• Strong verbal communication and listening skills.
• Effective interpersonal skills.
• Maintains a high degree of professionalism.
• Demonstrates ability to maintain confidential information.