Administrative Assistant, Chancellor's Office

The Administrative and Communications Assistant plays a critical role in providing administrative support and facilitating communications within the IU Indianapolis Chancellor's Office.

Department-Specific Responsibilities

• Manages all aspects of office operations including incoming and outgoing mail and shipments, office supplies, and food and beverage for meetings as required; Ensures cleanliness of the chancellor's office and conference room, secures meeting spaces, and coordinates with IT support as necessary; Performs additional tasks as directed.
• Oversees all receptionist duties encompassing telephone calls (assessing and assisting caller's needs, directing calls as necessary); Welcomes guests (providing hospitality to ensure guests feel valued and at ease); Addresses complaints (tracking and monitoring to ensure timely and satisfactory resolution); Manages Outlook calendar for the senior executive advisor (and director of communications as needed) by scheduling meetings; Reserves meeting spaces and manages all IT requirements.
• Coordinates office procurement and processes reimbursements and payments.
• Collects and reviews briefing materials related to the chancellor's events and finalizes briefing documents and other background material needed to prepare chancellor for events.
• Assists with correspondence and stewardship messaging, including letters, award nominations, mass mailings, and other material as needed.
• Drafts content, prepares for signature and distribution, tracks send and receipt. Finalizes all documentation for digital files.
• Oversees databases and mailing lists, ensuring consistent accuracy and availability, providing infrastructure for distribution of materials via direct mail and email.
• Aids in planning, strategic development and execution of Chancellor's Office events, overseeing scheduling, logistics, invitation strategy, catering, volunteer needs, and follow up, among other activities and in coordination with other campus event planners as needed.

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)

Preferred

• Bachelor's degree

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

IU Indianapolis Campus

Indianapolis, Indiana

Advertised Salary

$49,000 - $52,000 per year based on experience and qualifications.

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: 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 .

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.

Contact Us

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Telephone: 812-856-1234

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