Executive Liaison, Chancellor's Office at Indiana University in Indianapolis, Indiana

Job Description:

Department



EXECUTIVE MANAGEMENT (IN-EXEC-IUINA)



Department Information



IU Indianapolis launched as an independent campus on July 1, 2024, after a decades-long partnership with Purdue University. For more than 50 years, our campus has differentiated itself as an institution at the forefront of innovation and discovery. We're also a dedicated servant to our community, educating generations of leaders, promoting economic growth, and creating new jobs in the capital city and throughout Indiana.


For information about the department, please visit: Chancellor's Office



Job Summary



The Executive Liaison plays a pivotal role in administrative functions and communications within the IU Indianapolis Chancellor's Office to ensure efficient project execution and alignment with organizational goals.


Department-Specific Responsibilities

• Implements communication strategies including reviewing established calendar, analyzing priorities, and drafting and distributing correspondence


• Maintains up-to-date databases for direct mail and email campaigns to support project objectives.


• Plans and executes events and milestones by coordinating with internal and external partners to align resources and achieve project deliverables.


• Designs and manages special events on behalf of the Chancellor's office.


• Responsible for event logistics and communications which requires independent judgement and knowledge of key priorities of the Chancellor.


• Manages stakeholder interactions by ensuring proper and appropriate communication channels, assessing and addressing stakeholder needs, directing inquiries and fostering positive relationships with a variety of external and internal stakeholders.


• Manages highly complex schedule of the Chancellor by understand prioritization of internal and eternal stakeholders, ability to adapt to incoming calendar needs quickly and ensuring confidentiality and privacy of all parties.


• Independently leads and manages project operations by establishing logistics, ensuring efficient workflow for mail and shipments, inventory management and meeting arrangements.


• Maintains workspace readiness, including securing venues, coordinating IT support, and ensuring operational cleanliness and preparedness.


• Perform ad hoc tasks aligned with project goals.


• Oversees procurement processes and budgeting by ensuring timely processing of reimbursements and vendor payments.


• Maintains fiscal accountability and adherence to project timelines.


• Prepares and finalizes project documentation by collecting, reviewing, and synthesizing materials to support events, meetings, and other deliverables.


• Ensures the accuracy and accessibility of digital project files.

General Responsibilities

• Manages dynamic and moderately complex calendar, which requires a solid understanding of area's key priorities for efficient and effective scheduling.


• Handles matters of limited or moderate significance on behalf of the Executive.


• Drafts, prioritizes and handles somewhat complex communications.


• Researches and handles special projects.


• Assists with coordinating workflows and time management.

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

• Bachelor's degree

WORK EXPERIENCE



Preferred

• 3 years of providing support handling multiple priorities to a high level executive

SKILLS



Required

• Proficient communication skills


• Maintains a high degree of professionalism


• Demonstrated time management and priority setting skills


• Demonstrates a high commitment to quality


• Possesses flexibility to work in a fast paced, dynamic environment


• Seeks to acquire knowledge in area of specialty

Preferred

• Strong commitment to excellent service with a positive, proactive approach


• Strong attention to detail


• Excellent verbal and written communications skills suited to an academic environment

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


Indianapolis, Indiana



Advertised Salary



$63,000 - $68,000 based on experience



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: Core


FLSA: Exempt


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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