What are the responsibilities and job description for the Executive Administrative Assistant, (Administrative Assistant), Office of Student Conduct position at Indiana University Bloomington?

Job Summary

This position provides administrative support to the Director, 2 Associate Directors, 3 Assistant Directors, 1 Investigator, 1 Coordinator, and 2 Graduate Hearing Officers in the Office of Student Conduct (OSC).

Department-Specific Responsibilities

Manages the calendar of the Director and coordinates campus partners on meeting requests. Evaluates meeting requests and appointment scheduling for all staff in OSC. Schedules appointments for the Director and others on a case-by-case basis.
Troubleshoots complex questions regarding case updates and university processes as calls and emails come in, appropriately refers certain issues to the staff member overseeing that area, and engages critical thought processes to anticipate issues that may arise based on a question or situation.
Serves as primary point of case communication for academic unit partners for Academic Misconduct reports. Tracks and strictly adheres to the case management timeline for case intake, initial student outreach, academic unit communication, and participates in case assignment oversight with the Assistant Director of Academic Misconduct.
Prepares case files and coordinates panelists for adjudication within various processes including Review Boards, Hearing Commissions, appeals, sexual misconduct hearings, and organizational hearings.
Prepares drafts and confirms approval with the Director for memos including but not limited to : expulsion memos, suspension memos, trespass memos, and academic notification memos.
Prepares drafts and confirms approval with the Director and Hearing Chairs or Appellant Officers for formal letters including but not limited to : notification letters, hearing outcomes, formal hearing outcomes, appeal outcomes, and review board outcomes.
Manages case intake for public conduct reports : inputs data to the software system, coordinates with campus partners for information, assigns the case to a staff member, and, at times, updates sanctions.
Serves as liaison with academic units, internal campus partners, external entities, including parents and attorneys, on behalf of the Director,
Supervises, evaluates and assigns the work of the hourly receptionists. Functionally supervises and assigns the work of 2 hourly student workers. Oversees budget for reception and hourly student staff.
Coordinates and manages office workflow operations and projects of hourly support staff related to Dean's Forms, Parent / Guardian Letters, conduct record checks, placing and releasing student account holds.
Processes all hire paperwork for hourly and full-time staff positions. Approves payroll for the department while remaining in compliance with HR policies and fiscal budgets; serves as a personnel approver.
Initiates travel authorization, plans travel itineraries, makes reservations for transportation, meals, and lodging, processes reimbursements.
Maintains office email accounts by directly responding or forwarding messages and requests appropriately.
Prepares quarterly and annual reports, as well as non-routine reports summarizing conduct and case management data.
Maintains complex accounts with multiple budget lines, including performing billing and account reconciliation operations. Provides monthly budget updates to the Director.
Opens and processes all OSC mail, manages office equipment and supplies, coordinates web communications work orders, coordinates technology work orders, and oversees office equipment maintenance and ordering for all professional staff.
Assists with OSC initiatives as assigned by the Director or Associate Directors.
Other duties as assigned.

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

This is a CWA Union Covered position.

Work Location

This is an in person position

Bloomington, Indiana

Advertised Salary

15.64 - $21.79 per hour based on qualifications and experience

Work Hours

Monday - Friday 8 : 00 AM to 5 : 00 PM

Management reserves the right to adjust work hours to accommodate emergent student and case concerns.

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 : $16 - $22

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