Administrative coordinator

Job Summary

Department Specific Responsibilities

• Provides administrative support for the Head of the Judd Leighton School of Business and Economics, faculty, committees, and school centers.
• Help the Head of the Business School with correspondence, scheduling, and collecting / archiving information and documents.
• Prepares, collects, uploads, and analyzes the School s data for various internal reports.
• Maintains business school foundation and cash accounts and makes appropriate expenditures and budget transfers.
• Responsible for duties related to onboarding new faculty, supporting search and screen processes, completing hiring paperwork, and maintaining / updating the new faculty handbook.
• Processes all required paperwork for all full-time faculty and staff and manages labor certification for international faculty.
• Takes minutes at all executive committee and faculty meetings.
• Maintains faculty annual performance evaluation data / documents and faculty annual excellence awards.
• Maintains the highest level of confidentiality.
• Manages and updates Teams / Network drives for the unit.
• Coordinates School s website changes.
• Manages the School s Social Media Promotions and postings.
• Maintains, collects, analyzes, and summarizes data for accreditation surveys and reports.
• Coordinates the schedules, travel, and reimbursements for accreditation visits.

General Responsibilities

• Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow.
• Organizes office operations and procedures, such as creating Word or Excel files, bookkeeping, and preparation of payrolls, flow of correspondence, filing, requisition of supplies, and other office services.
• Oversees opening, sorting, and routing of incoming mail, answers correspondence and prepares outgoing mail.
• Purchases and maintains office supplies and equipment, as well as budget expense control.
• May allocates tasks and assignments to lower-level appointed staff and monitors their performance.
• May be part of a team to select and train other staff.
• May work on office projects engaging others to collaborate and accountable to see through to completion.

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

• Proficient communication skills
• Effective interpersonal skills
• Excellent organizational skills
• Demonstrates ability to maintain confidential information
• Demonstrates excellent judgment and decision making skills
• Maintains a high degree of professionalism
• Ability to simultaneously handle multiple priorities
• Demonstrates time management and priority setting skills
• Ability to lead / manage others

Preferred

• Proficiency in Web-based applications, office productivity software, and experience with financial information systems
• Ability and willingness to learn new technology

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

Indiana University South Bend

South Bend, Indiana

Advertised Salary

$32,531.20 - $39,000.00 annually

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 Generalist

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.

Last updated : 2024-05-10