Administrative Assistant to the Executive Director, Indiana Memorial Union (Administrative Assistant) at Indiana University in Bloomington, Indiana

Job Description:

Department



INDIANA MEMORIAL UNION (BA-IMAU-IUBLA)



Department Information



The Office of Student Life is focused on building a strong foundation to ensure every student's IU experience is positive, safe, healthy, and meaningful. Student Affairs staff help students navigate their time at IU, providing the tools they need to be successful in school and after graduation. Students are our priority, and their health, safety, and overall well-being are our core mission.


Often seen as the heart of campus, the Indiana Memorial Union (IMU) is a historic 500,000 square foot student union which serves as the center of the student experience and hosts more campus visitors than anywhere else at IU. The Executive Director of the IMU is responsible for the Student Involvement & Leadership Center, the IMU Meetings & Events Office, and IMU Facility Services. The Union, in many ways the heart of the campus, welcomes everyone to IU and engages them in campus life and creates a sense of belonging here in Bloomington.


To learn more about Bloomington, Indiana, click here.



Job Summary



The Executive Assistant to the Executive Director of the Student Union plays a vital role in supporting the leadership of the Indiana Memorial Union (IMU) by providing high-level administrative and operational assistance to both the Executive Director and Associate Director. As a key point of contact for internal and external stakeholders, the role is essential in fostering engagement with students, staff, guests, and alumni, while handling sensitive and confidential information with the utmost professionalism.


Department-Specific Responsibilities

• Serves as a liaison and point of contact for the IMU Executive Director and Associate Director; coordinates and collaborates with university leadership, students, staff, alumni, faculty, donors, and external stakeholders.


• Acts as a liaison for cross-departmental student services initiatives, providing information, scheduling meetings, securing space reservations, and managing communication on behalf of the Executive Director when appropriate.


• Provides comprehensive administrative support to the Executive Director, Associate Director and the Director of the Student Involvement and Leadership Center, including managing calendars, scheduling meetings, drafting correspondence, preparing reports, and maintaining accurate filing systems for confidential records.


• Oversees office operations such as ordering supplies and managing service requests.


• Plans, coordinates, and manages logistics for meetings, conferences, and student union events.


• Prepares agendas, takes detailed meeting minutes, follows up on action items, and supports the planning of major events like the John Whittenberger Society (JWS) Board meetings and Biennial Reunion.


• Supports alumni engagement with former student leaders and donors by coordinating correspondence, planning events, and managing logistics for JWS activities.


• Assists with employee engagement initiatives by organizing events, preparing agendas, and initiating correspondence for the IMU Employee Engagement Committee.


• Assists with special projects, campus-wide programs, and strategic initiatives.


• Coordinates various processes, such as scholarship selection and student organization leases.


• Conducts research and gathers data to support decision-making for the Executive Director and leadership team.


• Compiles, organizes, and analyzes data using business software, providing insights on employee satisfaction, donor relations, and fiscal management.


• Monitors budgets, tracks expenses, and coordinates financial workflow processes, including processing invoices and preparing financial reports.


• Coordinates the search process for positions within the IMU and Student Involvement and Leadership Center and manages logistics for search and other committees led by the IMU Leadership Team.


• Organizes travel arrangements and logistics for events and programs related to the IMU and the Student Involvement and Leadership Center.


• Handles sensitive information with the highest level of discretion, maintaining confidentiality regarding student union and university matters.

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 email 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 GED

Preferred

• Associate or Bachelor's degree in business administration, higher education, or a related field

WORK EXPERIENCE



Required

• 2 years of relevant experience

Preferred

• 4 years of relevant experience


• Experience providing administrative support in a higher education setting


• Experience working with senior leadership


• Experience with event planning and project management

SKILLS



Required

• Excellent organizational skills


• Demonstrated 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

Preferred

• Possesses a heart and passion for the student experience in a college student union


• Familiarity with student union operations and university policies


• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software

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



This position is located in Bloomington, Indiana, where you'll be part of a dynamic campus community.


This is an in-person position.



Advertised Salary



$47,000 - 48,000 annually, based on education and experience.



Work Hours



Monday - Friday, 8:00am-5:00pm


Some evenings and weekends are required to support university events and initiatives.



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 Support


Click here to learn more about Indiana University's Job Framework.



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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