Job Description
Work type: Full Time Hourly Location: Indianapolis, IN Categories: Administrative/Professional, Office/Clerical General Description of Position: Administrative Assistant for the School of Arts, Sciences, and Education serves as the assistant to the Dean and provides administrative support for the school. Major Responsibilities: Customer Service Overriding Expectation: Demonstrate a strong customer service and/or student advocacy through a positive attitude of approachability, adaptability, strong problem-solving and desire to identify and support student success. Engage in behaviors that create an inclusive environment in which all people are valued and supported. Go beyond the easiest or surface answer for a student, or an internal or external customer, and get to the root cause of the problem, question or issue to solve it as quickly and professionally as possible. Responsibilities: Acts as front person by greeting and accommodating students as well as visitors to the school (ex., publishing company reps, college administrators, other campus personnel Direct all inquiries from students, staff and faculty appropriately Provide sole office support as necessary, assist dean in providing administrative oversight of all divisional functions, coordination of secretarial and administrative work for division Delegate and supervise tasks assigned to administrative assistant and/or student workers. Coordinate and maintain the Dean’s calendar and schedule Prepare and submit requests to ESM for school orders, including working with new vendors to gather required paperwork and adding vendors to system as needed Monitor S & E budget and Perkins fund requests Participate in divisional planning, attend regular meetings to take notes for typing and distribution, maintain required data records, correspondence and calendars, serve as liaison to the staff and faculty, tracking use and maintenance on all departmental copiers and printers. Maintain and oversee the School email and respond to correspondence accordingly Handles phone calls either to answer the callers or direct them to appropriate personnel. Handles cancellation of classes when instructors cannot attend classes and posting appropriate signs. Distribute and collect different forms especially time-sensitive forms such as loading sheets, office hours, etc. Take minutes of department meetings and pursue follow-ups when needed. Updates faculty on department activities, when needed. Access and create reports requested by the academic dean using college systems (Banner, Tableau, etc.) Assists with and attends division activities when needed, including planning and attending events such as dean’s list receptions, faculty retreats, etc. Work with caterers, external vendors, and speakers regarding reservations, needs, and payment Assists in drafting and formating materials for the school, including emails, marketing items, and other correspondence Assist with office moves, onboarding procedures, and other faculty and staff changes Complete room reservations, event forms, facilities and IT tickets to support faculty as needed. This is not to be construed as an exhaustive list. Other duties logically associated with this position may be assigned. All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), other applicable regulatory requirements, and professional standards Minimum Qualifications: A High School diploma or equivalent with three (3) to five (5) years related work expreience Ability to maintain a high leve of confidentiatlity Ability to posses patience and diplomacy Excellent communication and organizational skills, and a high level of computer proficiency in MicroSoft Suites (including Word, Excel, Access, Power Point, Outlook) Ability to work independently Ability to track office work cycle and ensure routine tasks are completed Ability to work efficiently and effectively as a team member in a multi-tasking environment under potentially stressful conditions Ability to process verbal and numeric information accurately and quickly Ability to handle difficult situations to reach positive solutions Ability to move around freely in an office environment, reach into filing cabinets and to lift and move up to 30 pounds Preferred Qualifications: Associate’s degree in Secretarial Science or a related field with one (1) to three (3) years' related work experience Experience working in Higher Education Ability to maintain a high leve of confidentiatlity Ability to posses patience and diplomacy Excellent communication and organizational skills, and a high level of computer proficiency in MicroSoft Suites (including Word, Excel, Access, Power Point, Outlook) Ability to work independently Ability to track office work cycle and ensure routine tasks are completed Ability to work efficiently and effectively as a team member in a multi-tasking environment under potentially stressful conditions Ability to process verbal and numeric information accurately and quickly Ability to handle difficult situations to reach positive solutions Ability to move around freely in an office environment, reach into filing cabinets and to lift and move up to 30 pounds Other Requirements: Must demonstrate ability to promote an inclusive environment that reflects the broad diversity and backgrounds represented by our students and employees and which every individual feels respected and valued. Work Hours: Hiring Range: Team Ivy Referral: Special Instructions to Applicants: Advertised: 17 Feb 2023 US Eastern Standard Time Applications close:
