Administrative Assistant to the Vice Provost and Dean, IU Graduate School

GRADUATE SCHOOL (BL-GRAD-IUBLA)

Graduate School is to ensure excellence in graduate education, build and sustain a diverse community of scholars, promote personal and professional development, and contribute to the success of all graduate students on the Bloomington campus. We accomplish this by providing services and support to graduate student faculty and staff, from recruiting and admissions through degree completion.

Department Specific Responsibilities

• Participates, coordinates logistical considerations, attends, and takes minutes at various committees/meetings chaired by the Vice Provost/Dean.
• Manages the complex calendar for the Dean.
• Serves as primary point of contact and liaison for the Vice Provost/Dean with faculty and administrators on campus.
• Assembles research information and background files for meetings/appointments and creates agendas.
• Arranges videoconferencing/bridges and provides meeting support
• Screens calls and emails for the Dean and operates with discretion in regard to sensitive data.
• Plans general itineraries, manages travel arrangements and reimbursements for the Vice Provost/Dean.
• Manages several Teams channels for the office.
  
  

General Responsibilities

• Provides administrative support to executives, exercising confidentiality, tact and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately
• Manages executive's calendar, meetings, travel, correspondence, and budget.
• Acts as informal resource for colleagues with less experience; responds to more complex or escalated inquiries
• Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided.
• May perform other duties related to maintaining an internal website and/or working with social media.
  
  

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)
  
  

Required

WORK EXPERIENCE

• 4 years of relevant experience
  
  

Skills

Required

• Excellent organizational skills
• Demonstrates ability to maintain confidential information
• Strong verbal communication and listening skills
• Excellent collaboration and team building skills
• Demonstrates excellent judgment and decision-making skills
• Effective conflict management skills
  
  

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 accommodation.

Salary plan and grade: PAA 3AS

This is a CWA union covered position.

Bloomington, Indiana

This is an in-person position

$22.59 per hour based on education skills and work experience.

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)
  
  

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

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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.

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

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 [email protected] or by visiting IUPD.

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Telephone: 812-856-1234