Administrative Secretary

Indiana University
September 16, 2020
Indianapolis, IN
Job Type




Department Information

The Polis Center is an applied research unit at IUPUI committed to linking university and community knowledge. By combining data and information technologies effectively across a variety of domains, we support research and analysis for better decision-making and to help improve policy and practice for the greater good of communities in Indiana. From inception, The Polis Center has been guided by core values that include: making a difference, collaboration, developing creative solutions to real-world problems, accountability, integrity, respect, and stewardship.

Job Summary

The Administrative Secretary provides administrative support to the Executive Director, as well as general administrative duties including: scheduling meetings and conference/Skype/Zoom calls, maintain meeting calendars, monitoring department email account, updating Polis contacts in Outlook, formatting and preparing reports and presentations, supporting committees, transcribing meeting minutes, clerical tasks associated with maintaining project files, ordering office supplies, coordinating hospitality, handling mail and deliveries, and other clerical tasks as needed.

Provides receptionist duties including: greeting and directing guests, handling parking passes, and answering department phone. Assists with administrative tasks for training and continuing education events: processing registrations, preparing class rosters, and posting training classes to the website. Assists with travel arrangements and reimbursements using university systems. Assists business manager and financial assistant as needed.

Required Qualifications

High school diploma or GED and three years of relevant experience.

Proficient use of MS Office (Word, PowerPoint, Excel, Access) and MS Outlook. Detail-oriented, good at problem solving, and strong communication skills. A self-starter with the ability to multi-task.

Preferred Qualifications

Some college. Administrative experience. Experience with IU's Buy.IU and Chrome River systems.

Working Conditions / Demands

Remaining stationary for long periods of time, typing, filing, reading, attendance, writing, good communication skills, and the ability to move boxes of paper.

Equipment utilized: personal or laptop computer, copy machine, telephone, and fax machine.

Work Location

535 West Michigan Street

Indianapolis, Indiana 46202

Work Hours

Must be able to work between the hours of 8:00 AM - 5:00 PM, M-F.

Job Classification

Salary Plan: CL

Salary Grade: 05

FLSA: Nonexempt

Job Function: General Admin

Posting Disclaimer

Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.

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 without regard to 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 [Click Here to Email Your Resumé] or by visiting IUPD.

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