Academic and Faculty Affairs Assistant (Administrative Assistant)

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Indiana University
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South Bend, Indiana
recency icon Posted 09-13-2023

Job Description

Department EVC CAMPUS ACADEMIC AFFAIRS (SB-ACAD-IUSBA) Job Summary SUMMARY: The Academic and Faculty Affairs Assistant plays an integral role in ensuring that the Office of Academic Affairs is organized efficiently and effectively, maintaining productivity and collaboration with others. Reporting to the Academic and Faculty Affairs Specialist, this position exhibits and maintains the University¿s mission of excellence through life-long learning and developing engaged citizens prepared to build strong communities. Department Specific Responsibilities Maintains the reception area, greeting faculty, staff, students, and visitors, while managing office access. Coordinates travel and appointment scheduling, generates reports, makes copies, purchases office supplies and other departmental items, as needed, for the following positions: Executive Vice Chancellor for Academic Affairs (EVCAA), Associate Vice Chancellor for Academic Affairs, and the Directors of Assessment, CERES, Community Engagement, General Education, Grants Office, and Continuing Education. Completes HR documentation and processes for both part-time and full-time faculty (including but not limited to: edocs, I9, background checks, PAR, PTR documentation/tracking/letters, faculty leave paperwork, etc.). Develops, maintains, and regularly updates electronic faculty files. Drafts and/or edits files for EVCAA and AVCs. Plans, schedules, and executes academic affairs events. Serves as backup to the Academic and Faculty Affairs Specialist to maintain administrative operations. Always maintains confidentiality. Special Projects as needed. Performs other 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 EDUCATION Required High school diploma or equivalent (such as HSED or GED) Preferred Associate's or Bachelor's degree WORK EXPERIENCE Required 2 years of relevant experience SKILLS Required Excellent organizational skills Demonstrated 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 Working knowledge and/or experience with MS Office (Word, Excel, PowerPoint) Experience with and/or the ability to learn software tools/systems utilized by the university for communications and operations (e.g., Microsoft Teams, SharePoint, hiring, purchasing, travel, and scheduling) Ability to be detail-oriented Excellent written communication 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. Work Location Indiana University South Bend campus South Bend, Indiana Advertised Salary $32,220 - $35,000 annually 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 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 [email protected] or by visiting IUPD. Contact Us Request Support Telephone: 812-856-1234