Administrative Coordinator (Admin Generalist Coord) at Indiana University in Bloomington, Indiana

Job Description:

Department



INDIANA GEOLOGICAL & WATER SUR (BL-GEOY-IUBLA)



Department Information



The Indiana Geological and Water Survey (IGWS), founded in 1837, has been a research institute of Indiana University (IU) since 1993. Its mission is to provide geological information that contributes to the wise stewardship of energy, mineral, and water resources and mitigates potential geologic hazards. Indiana residents benefit from focused research initiatives, geologic sample and data collection and archiving, and dissemination of information through the peer-reviewed Indiana Journal of Earth Sciences, databases, and outreach programs. Employees work cooperatively across the IGWS Business, Research, and Information Services Divisions to advance long-term research, collection, and service goals. The Survey consists of 35 to 40 geologists of various specialties, geological technicians, archivists, a cartographer, a GIS analyst, an image specialist, a web developer, an editor, and an education and outreach coordinator.


We are committed to fostering a welcoming environment and inclusive workplace. We seek candidates who understand different perspectives and cultures, can actively contribute to the work environment where differences are valued and supported, and are sensitive to cultural norms, expectations, and ways of communication.



Job Summary



Department-Specific Responsibilities

• Assists with purchasing in the Buy.IU system.


• Books and reconciles travel in Chrome River and Egencia.


• Reviews, monitors, and reconciles accounts against the Monthly Operating Statements.


• Creates financial reports for Project Directors.


• Assists with all Capital Asset purchases, tagging, and biennial inventory.


• Assists with IGWS Fleet of 5 vehicles by tracking mileage and expense allocation.


• Assists with conferences and meetings

General Responsibilities

• Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow.


• Organizes office operations and procedures, such as creation of Word and 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.


• Monitors the use of office supplies and equipment; reorders items as required.


• Ensures that office procedures and policies are being maintained and communicated.


• Compiles, copies, sorts, and files records of office activities.


• 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)

WORK EXPERIENCE



Required

• 2 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


• Ability to simultaneously handle multiple priorities


• Maintains a high degree of professionalism

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



Bloomington, Indiana,


The person in this position is eligible for hybrid schedule (Remote work 1 day/week) subject to the IGWS handbook.



Benefits Overview



For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance


• Dental insurance


• Health Savings Account with generous IU contribution


• Life insurance, LTD, and AD&D options


• Base retirement plan contribution from IU, subject to vesting


• Additional supplemental retirement plan options


• Tuition benefit for IU classes


• 10 paid holidays per year


• Generous Paid Time Off


• Paid Parental Leave


• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.



Job Classification



Career Level: Intermediate


FLSA: Nonexempt


Job Function: General Administration


Job Family: Administrative Generalist
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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 employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.



Campus Safety and Security



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 iups@iu.edu or by visiting IUPD.



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