Assistant to the Chair (Administrative Assistant)

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Department

IU INDY LUDDY INFORMATICS (IN-INFO-IUINA)

Job Summary

Department-Specific Responsibilities

• Provides administrative, planning, and implementation support to the Department Chair and faculty in the department, and provides support to keep the department operating smoothly
• Evaluates priorities and proactively assesses and addresses needs independently
• Develops and maintains a tracking system of projects and assignments that includes due dates for events and projects for the Chair and the department as a whole
• Assists stakeholders in developing the department's class schedules in accordance with the Chair's objectives and requirements
• Coordinates, facilitates, and acts as a liaison for all faculty recruiting efforts
• Ascertains which events require the Chair's presence, arranges commitments to maximize the Chair's time efficiency, manages the calendar and appointments, and allows for decision/desk/research time
• Serves as the front-line customer service support for the department and directs student traffic
• Plans and manages the logistics of the search and screen process for all department faculty positions including Tenure-Track, Lecturer and Adjunct
• Coordinates record keeping, schedules meetings for committee and travel and hotel arrangements for candidates and candidate's itineraries, and orders and sets up the catering
• Prepares the advisory board meeting agendas in accordance with Department Chair
• Assists with the overall department review, collecting and organizing data, preparing and reviewing documents, and scheduling meetings
• Assists the Chair by providing support in the overall management and function of the department
• Assists Department Chair with Promotion and Tenure process for Tenure-track Faculty and Promotion process for Lecturers
• Assists in developing the department's class schedule in accordance with the Chair's objectives and requirements, in collaboration with the school recorder
• Reviews school course listing each semester then selects, processes, and approves courses for course evaluations in Course Questionnaire Data Manager (CQDM)
• Serves as departmental resource person for materials needed for special events such as open houses for students and prospective students

General Responsibilities

• Provides administrative support to a department or group of professionals, exercising confidentiality, tact and diplomacy
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports
• Receives, screens, and directs incoming calls, visitors, mail, and emails promptly, courteously, and accurately
• Schedules and confirms appointments, meetings, and travel arrangements
• Tracks expenses
• Participates in the development and implementation of administrative standards, policies and practices for the organization
• 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

• 2 years of relevant experience

SKILLS

Required

• Excellent organizational skills
• Demonstrates ability to maintain confidential information
• Strong verbal communication and listening skills
• Demonstrates excellent judgment and decision making skills
• Ability to simultaneously handle multiple priorities
• Maintains composure under pressure

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.

Additional Information

This is a new, junior level position in a new department.

Work Location

Indianapolis, Indiana

This position is eligible to work a hybrid schedule (mix between 1 day remote and 4 days in-person work), subject to change in the future based on university policy and business needs.

Advertised Salary

$15.00 - 18.96 per hour

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: Intermediate

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

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.

Campus Safety and Security

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Contact Us

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