Executive Assistant (Admin Assistant), Office of Enrollment Management at Indiana University in Bloomington, Indiana

Job Description:

Department



ENROLLMENT MANAGEMENT (BL-OES-IUBLA)



Job Summary



Department-Specific Responsibilities

• Maintains high standards of tact, diplomacy, confidentiality, and discretion in a highly sensitive data enviroment.


• Maintains calendars, organizes travel logistics, answers the phone, and manages the preparation and dissemination of reports.


• Writes, edits and creates correspondence, reports and PowerPoint presentations.


• Organizes and oversees staff events, trainings and orientation.


• Handels sensitive and confidential information with tact and diplomacy,


• Exercises judgement and discretion in referring inquires, resolving problems and researching requests for information


• Serves as a liaison with all levels of the University (students, staff, alumni, faculty, donors, and guests.)


• Ensures that all operations and activities are managed in accordance with established university policies.


• Interprets complex information, investigates and researches options and solutions, and makes evaluative determinations and recommendations.


• Promotes an atmosphere of cooperations and collegiality


• Manages special projects with limited direction.


• Processes travel related documents and reimbursements.


• Manages the department's Foundation account (under the director of the fiscal office) and Foundation databases.


• Maintains budget records by gathering and compiling financial data; assists with building models from historical and current information; preforms preliminary breakdown analysis, and examination of statistical and/or historical data.

General Responsibilities

• Provides administrative support to executives, exercising confidentiality, tact and diplomacy.


• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.


• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately


• Manages executive's calendar, meetings, travel, correspondence, and budget.


• Acts as informal resource for colleagues with less experience; responds to more complex or escalated inquiries


• Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided.


• 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

• 4 years of relevant experience

SKILLS



Required

• Excellent organizational skills


• Demonstrates ability to maintain confidential information


• Strong verbal communication and listening skills


• Excellent collaboration and team building skills


• Demonstrates excellent judgment and decision making skills


• Effective conflict management skills

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.



Additional Information



There are 2 openings for the executive assistant role.



Work Location



Bloomington, Indiana


This position is eligible for remote work or to work a hybrid schedule (mix between 2 remote workdays and 3 in-person workdays), subject to change in the future based on university policy and business needs.



Advertised Salary



$41,000 ($19.71 per hour) to $44,000 ($21.15 per hour) 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: Mastery


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.



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