Assistant to the Department Chair (Administrative Assistant)

IU INDY LUDDY INFORMATICS (IN-INFO-IUINA)

The Luddy School of Informatics, Computing, and Engineering at IU Indianapolis invites applicants to fill two positions: Assistant to the Chair of the Department of Computer Science and Assistant to the Chair of the Department of Biomedical Engineering and Informatics. As the first school of its kind in the United States, the IU Luddy School of Informatics, Computing, and Engineering is an innovator in a fast-paced and dynamic field. Our school on the Indianapolis campus integrates computing, social science, and information systems design in unique ways. We explore how people use computing and technology to live, work, play, and communicate. At Luddy in Indianapolis we apply our insights to developing innovative IT solutions that transform fields like health care, biology, business, law, entertainment, and media.

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.
  
  

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)
  
  

Required

WORK EXPERIENCE

• 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
  
  

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.

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.

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

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.

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

Click here to learn more about Indiana University's Job Framework.

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.

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.

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.

Request Support

Telephone: 812-856-1234