Administrative Generalist Coordinator at Indiana University in Indianapolis, Indiana

Job Description:

Department



IU INDY SCHOOL OF LIBERAL ARTS (IN-LART-IUINA)



Job Summary



The Administrative Generalist Coordinator is responsible for providing comprehensive administrative support to various departments within the organization.


Department-Specific Responsibilities

• Ensures smooth day-to-day operations.


• Coordinates internal and external communications.


• Supports administrative processes in areas such as scheduling, reporting, and document management.


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


• Manages office supplies, document printing/scanning/copying, key management, parking validations, etc.


• Provides general administrative assistance including answering phone calls, responding to emails, and greeting visitors.


• Oversees opening, sorting, and routing of incoming mail, answers correspondence and prepares outgoing mail.


• Coordinates and manages appointments, meetings, and travel arrangements for the department or leadership team.


• Interacts with a variety of internal and external stakeholders and constituents on a daily basis.


• Liaises with other Liberal Arts staff and with other campus services such as Campus Facilities, Parking Services, Campus Center, and University Information Technology Services (UITS).


• Communicates and works with others to achieve shared goals.


• Ensures adherence to company policies, procedures, and protocols in daily operations.


• Manages many different types and sizes of projects for faculty and departments such as timeline planning, cost identification, resource coordination, reserving meeting spaces, materials procurement/production, meal planning, communications and promotions, and on-site event management.


• Plans and coordinates department-level events.


• Prepares agendas, takes meeting minutes, and distributes follow-up action items.


• Assists with School operations such as course scheduling, scheduling interpreters, coordinating communications, special enrollment permissions, committee service, coordinating workshops, etc.


• May perform other duties related to maintaining an internal website and/or working with social media.

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



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

• Proficient communication skills


• Effective interpersonal skills


• Excellent organizational skills


• Demonstrated ability to maintain confidential information


• Demonstrates excellent judgment and decision making skills


• Ability to simultaneously handle multiple priorities


• Maintains a high degree of professionalism

Preferred

• Ability to adapt


• Demonstrates capability of managing multiple priorities efficiently

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



IU Indianapolis



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.



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