Administrative Generalist Coordinator, Residence Life at Indiana University in Bloomington, Indiana

Job Description:

Department



RESIDENCE LIFE (BL-RSLF-IUBLA)



Department Information



Indiana University (IU) Bloomington is a public Research Institution with a total enrollment of 45,328 students and some of the top academic programs in a range of disciplines. With Big 10 sports, more than 700 student organizations, a vibrant artist community, and plenty of other opportunities for involvement, IU is a campus full of energy and life.


Residence Life is a strategic campus partner in the Involvement and Belonging area of the Office of Student Life. We house approximately 13,000 predominately first year students in 14 traditional residence halls and 6 unfurnished apartment communities. In addition to our traditional floors, we have 21 Living Learning Centers and Thematic Communities. We are committed to diversity and inclusion that is guided by our Diversity Statement.


The Office of Student Life is focused on building a strong foundation to ensure every student's Indiana University experience is positive, safe, healthy, and meaningful. The Office of Student Life staff and multiple departments aim to 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.



Job Summary



Department-Specific Responsibilities

• Provides secretarial and general clerical support to the administrative staff of one or more Residence Life departments, and specifically to Residence Life staff working with student conduct by processing highly confidential materials and dealing with issues of a sensitive nature.


• Works collaboratively while monitoring compliance with procedures and deadlines.


• Communicates regularly with central Residence Life offices, residence center professional staff and the Student Conduct Offices.


• Gathers information and prepares a variety of routine and non-routine reports and correspondence, memorandum, hearing notices, letters to parents etc., and proofreads reports, correspondence and publications for grammar and spelling.


• Assists in creating publications and presentations.


• Creates and maintains a variety of departmental files including student conduct files both in paper and electronic format.


• Reviews and uploads student conduct notifications and decision letters into student conduct system; and compiles hearing documents.


• Maintains electronic calendars for administrative staff, arranges appointments, schedules meeting space, etc.; and screens and directs callers and visitors cordially and effectively.


• Coordinates logistical arrangements for weekly staff meetings, hearings, conferences, travel, and training workshops; and decides for meeting space and technical support.


• Intakes a variety of issues, complaints and concerns communicated by students, parents, and other members of the university community; and gathers information and assists administrative staff in formulating and delivering responses.


• Reviews enrollment to verify student is eligible to participate in conduct process.


• Prepares purchase orders and other forms routinely used by the administrative staff of the department.


• Prepares, maintains, and distributes written departmental resources, including phone lists and rosters, handbooks, and manuals, and other widely used materials subject to periodic change.


• Assists with training the receptionist position; oversees work of student employees and fills-in for the front of the office as needed.

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.

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


• 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 move objects weighing up to 25 pounds. The person in this role must be able to perform the essential functions with or without an accommodation.



Additional Information



This is a CWA Union Covered position.


To learn more about Bloomington, Indiana, click here.



Work Location



Bloomington, Indiana


This is an in-person position.



Advertised Salary



$17.00 an hour



Work Hours



Monday - Friday 8:00 AM - 5:00 PM


Management reserves the right to adjust work hours to accommodate special events.



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
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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