Executive Administrative Assistant, VP for Regional Campuses and Online Education

The Office of the Vice President for Regional Campuses and Online Education (RCOE) serves students across the State and beyond through collaboration between the 5 regional campuses and the Office of Online Education (IU Online). We offer high-quality degrees that are accessible and affordable, making an IU education available to first generation and low-income students in the regions we serve. The regional campuses are pivotal to the growth and success of the local economies in which they are located, providing a vibrant workforce that supports K-12 education, healthcare, business, local government, and industry, among others. RCOE facilitates relationships between campuses, and address needs through the Regional Faculty Caucus (RFC). This position will frequently serve and interact with chancellors, deans, leadership, directors, faculty, and staff from across IU's state-wide campuses, higher education industry stakeholders as well as community members.

Job Summary

Department Specific Responsibilities

• Serves as first point of contact for the IU Indianapolis office for guests, visitors, IU staff, and outside partners for meetings and events.
• Manages scheduling and logistics for the VPRCOE including calendaring, locations, and other hospitality items.
• Performs administrative and other office duties such as office supplies, filing, financial documentation, meeting note taking, and general office organization.
• Supports various projects within the office as well as support multi-campus projects.
• Serves as liaison with the VPRCOE and regional campuses including meeting logistics, Help with Room Reservations at IUB and IUPUI, and hospitality requests.
• Coordinates frequently with assistants from other departments for schedule planning and adjustments.
• Manages a high volume of confidential correspondence and requests from internal and external stakeholders.
• Independently manages priorities and tasks by being detailed and well-prepared while making sure deadlines are met despite frequent interruptions.
• Coordinates with the Assistant to the Vice President for Regional Campuses and Online Education Serves as the backup to the Assistant.

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
• 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

Preferred

• Demonstrated experience with MS Office Products, Google Docs and preferred experience with university platforms necessary to reviewing and maintaining office operations

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

This role will be based in office for 5 days a week at the IU Indianapolis campus with periodic travel to the IU Bloomington campus.

Advertised Salary

$47,000 - $50,000 depending on relevant skills and experience

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.

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