College of Health and Human Services Administrative Assistant (Administrative Assistant) at Indiana University in Gary, Indiana

Job Description:

Department



NURSING (NW-NURS-IUNWA)



Department Information



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


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 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.



Contact Us



Request Support
Telephone: 812-856-1234 Apply Now