What are the responsibilities and job description for the Assistant to the Department Chair (Administrative Assistant) position at Indiana University Bloomington?

Job Summary

Department-Specific Responsibilities

Manages the chair's calendar, screen visitors and calls; prepare confidential documents; represent the chair and department in administrative affairs to the school and campus.
Arranges travel.
Serves as the front-line customer service support for the department.
Plans and manages logistics of search and screens processes for faculty positions.
Organizes advisory board meetings.
Assists with department reviews and annual faculty reviews.
Assists chair by providing support in the overall management and function of the department.
Develops the department's class schedule in accordance with the Chair's objectives and requirements.
Provides updates and corrections to Registrar as needed.
Works closely with academic advisors, program directors and department chair on course scheduling needs for undergraduate and graduate plan of study requirements.
Provides complex and comprehensive administrative, planning and implementation support to the Department Chair and provides support in the overall management of the department in order to keep the department operating smoothly while pursuing the departmental mission.
Evaluates priorities, proactively assesses and addresses needs independently.
Develops and maintains a tracking system of projects and assignments that includes due dates for events and projects for the Chair and the department as a whole.
Develops the department's class schedules in accordance with the Chair's objectives and requirements.
Coordinates, facilitates, and acts as liaison for all faculty recruiting efforts.

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

Demonstrated 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.

Work Location

Indianapolis, Indiana

This position is eligible to work a hybrid schedule (mix between 1 day remote and 4 days in-person work), subject to change in the future based on university policy and business needs.

Advertised Salary

40,000 - $50,000 per year based on experience

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 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.

Salary : $40,000 - $50,000

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