IU Northwest School of Nursing (SON) is 1 of 4 schools within the College of Health and Human Services (CHHS).
1 of 7 campuses of Indiana University, IU Northwest is located in metropolitan Northwest Indiana, approximately30 miles southeast of Chicago and 10 miles from the Indiana Dunes National Park. The campus has a diverse student population of approximately 3,500 degree-seeking students and 1,800 dual-credit students and has been recognized by the Department of Education as a minority and Hispanic serving institution.
Job Summary
As a key member of the CHHS, the Administrative Assistant provides support to the academic programs within the college. The Administrative Assistant ensures a professional face for the assigned academic programs operations, efficiency, effectiveness, and success, while exercising discretion and judgment in performing a wide variety of duties. The position will act as a central resource for the coordination of the academic programs' administrative requests and will report directly to the Director(s) for the assigned academic unit(s).
Department-Specific Responsibilities
Responsible for managing the necessary administrative and operational support for the academic unit including, but not limited to, preparing expense reports; making travel arrangements and screening all incoming inquiries to the academic unit using proper judgment based on established policy and/or procedure.
Works closely with other administrative staff, prepares briefs, agenda and appropriate correspondence for and on behalf of the unit Director. Drafts special reports, conducts and related research and supervises the preparation of minutes of designated meetings. Prepare documents for various University and accrediting agency oversight boards and offices.
Works closely with other administrative staff to provide administrative and logistical support for advisory boards/committees established by the academic unit.
Collaborates with staff and faculty of the college/department and/or University, to manage and implement the planning and coordination of relevant special programs and events.
Administers the budgetary and financial functions of the assigned academic unit, including: Maintaining the budgets and expenditures of the component divisions within the School, including preparation of monthly reports monitoring status. Responsible for preparation of instructional effort.
Administers the payroll function of the academic unit.
Prepares faculty contracts.
Administers the school purchasing and accounts payable function assuring purchases are consistent with budgetary policies and controls.
Supports assigned academic unit departmental functioning with the ordering of desk copies for full and part-time faculties through various publishers, ordering textbooks for faculty (as assigned), performing inventory and ordering supplies, and expediting delivery of needed services.
Orders business cards, name pins, and door plates for new faculty members.
Assures academic unit communications are effective, including:
Reviews incoming written, electronic and verbal correspondence assuring appropriate routing/screening is accomplished in a timely manner.
Assists faculty with school-related travel documents.
Drafts correspondence and reports as assigned.
Supervises the maintenance of all school files and records.
Establishes and maintains control over supplies and equipment, assuring appropriate security and inventory systems and followed.
Acts as an formal resource for colleagues with less experience.
Engages with others for complex inquiries.
Maintains internal website and social media platforms.
Performs other related duties as assigned.
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 equivalent (such as HSED or GED)
Preferred
Bachelor's degree in relevant field
WORK EXPERIENCE
Required
2 years of relevant experience
Preferred
Experience in an institution of higher education or complex organization supporting a senior level executive in fast-paced environment
SKILLS
Required
Excellent organizational skills
Demonstrates 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
Strong interpersonal skills and the ability to handle confidential information with excellent judgement and discretion required
Proven ability to develop and maintain a professional, collaborative, and positive spirited environment
Excellent organizational abilities with attention to detail necessary
Demonstrates ability to set priorities, manage deadlines, work with diplomacy, poise and efficiency in a highly pressured environment
Extensive experience with calendaring software and Microsoft office suite are essential
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
Gary, Indiana
Advertised Salary
$33,000.00 - $37,606.40 annually
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: Intermediate
FLSA: Nonexempt
Job Function: General Administration
Job Family: Administrative Support
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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 opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University 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.