Administrative Assistant (Intermediate)

COLLEGE-LIBERAL ARTS/SCIENCES (SB-COLS-IUSBA)

Under general supervision, provides more complex administrative support to a department or group of professionals. May include but not limited to answering phone calls, setting appointments, preparing sensitive correspondence . The position provides administrative support to the Associate Deans of the College of Liberal Arts and Sciences. The position oversees the hiring process of associate faculty, publishes College communications, serves as a liaison between the College and various constituencies, and supports marketing, social media, special events, and outreach. The primary responsibility is to provide support to the two Associate Deans of the College, but also provides back-up administrative support to the Dean's Office and College.

• Provides administrative support to a department or group of professionals, exercising confidentiality, tact and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports.
• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
• Schedules and confirms appointments, meetings, and travel arrangements; tracks expenses.
• Participates in the development and implementation of administrative standards, policies and practices for the organization.
• May perform other duties related to maintaining an internal website and/or working with social media.

Department-specific responsibilities:

• Creates graphics and other visual designs for advertising and events.
• Maintains College website.
• Familiarity with social media sites (Facebook, Instagram, and Twitter) and postings.
• Supports marketing efforts of the college through creating content for social media platforms and other media.
• Oversees the process of awarding Dean’s scholarships, from advertisements and applications to official announcements.
• Oversees production of CLAS Honors Convocation, including letters, program pages, and certificates.
• Supports the annual Bender Lecture event.
• Other duties as assigned.

EDUCATION

Required

• High school diploma or GED.

Preferred

• Bachelor’s degree.

WORK EXPERIENCE

Required

• 2 years of relevant experience.

SKILLS

Required

• Excellent organizational skills.
• Demonstrated ability to maintain confidential information.
• Strong communication skills.
• Demonstrates excellent judgment and decision making skills.
• Ability to simultaneously handle multiple priorities.
• Maintains composure under pressure.

Preferred

• Facility with Adobe Creative Suite (especially Photoshop and In Design).
• Strong proofreading abilities.
• Ability to manage social media platforms like Facebook and Twitter.
• Facility with Microsoft Office suite, including Excel.
• Attention to detail.
• Ability to collaborate on large projects.

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.

South Bend, Indiana campus

$31,200.00-$32,364.80

Career Level: Intermediate

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

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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.

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