Senior Administrative Assistant

Indiana University
Published
January 6, 2021
Location
Indianapolis, IN
Category
Job Type

Description

Department

DEAN MED-MEDICAL STUDENT EDUCA (IN-DMSE-IUINA)

Job Summary

This position provides complex administrative support to the Associate and Assistant Deans for Medical Student Affairs. Evaluate priorities, coordinate schedules, arrange meetings, assess and respond to needs,
Prepare and maintain confidential documents, make travel arrangements and manage special projects. Will also provide support to project management/process improvement initiatives for the Associate Dean of Student Affairs.

Primary Duties and Responsibilities:

- Provide primary administrative support for the Associate and Assistant Deans. Schedule and organize meetings and manage the calendars and appointments for the deans. Coordinate travel arrangements. Monitor demands on their time, sort and determine level of priority of mail, answer phone and respond to all routine and non-routine questions on their behalf, route calls elsewhere as needed, assist and make referrals as necessary, problem solve as much as possible. Serves as primary point of contact for students and triages student requests/needs. Management oversight of administrative and hourly staff in student affairs to coordinate day to day workload, projects and management of resources to improve efficiency.

- Develop program/presentation materials, prepares detailed handout materials, maintains a tracking systems of projects and assignments that includes due dates for events and projects specifically for Associate and Assistant Deans including: Assists with coordination of strategic planning initiatives, budget and financial planning, program development and process improvement. Conducts analysis of work plans and project timelines advises Associate Dean on actions required to advance projects to completion.

- Provide back-up to the office manager and other duties as assigned.

Required Qualifications

High school diploma or GED and one year of administrative experience.

Understanding of project management, administrative support, management, and higher education background. Ability to prioritize and organize tasks and resources. Knowledge of academic institutions, student policies (including FERPA), human and public relations, and office methods and practices. Proficient with MS Office including Outlook, Word, Excel and PowerPoint. Strong active listening, communication, and critical thinking skills. Strong attention to detail, prioritization, and coordination skills. Strong interpersonal skills. Ability to problem solve, work with constant interruptions, juggle multiple projects, deal with confidential information, and work directly with the public including students, faculty, department chairs and other Deans.

Preferred Qualifications

Bachelor's degree. Higher education experience.

Working Conditions / Demands

Must be able to perform the essential functions of the job with or without accomodation.

Work Location

Indianapolis, Indiana

Job Classification

Salary Plan: CL

Salary Grade: 06

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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