Secretary IV/Senior Administrative Assistant

Profile

Work type:
Full Time Administrative
Location:
Indianapolis, IN
Categories:
Administrative/Professional
General Description of Position:
The Sec IV/Senior Administrative Assistant for the School of Arts, Sciences, and Education serves as assistant to the Dean and admin support for the school.
Major Responsibilities:
Customer Service Overriding Expectation:
Demonstrate a strong customer service and/or student advocacy through a positive attitude of approachability, adaptability, strong problem-solving and desire to identify and support student success.
Engage in behaviors that create an inclusive environment in which all people are valued and supported.
Go beyond the easiest or surface answer for a student, or an internal or external customer, and get to the root cause of the problem, question or issue to solve it as quickly and professionally as possible.
Responsibilities:
Acts as front person by greeting and accommodating students as well as visitors to the school (ex., publishing company reps, college administrators, other campus personnel
Direct all inquiries from students, staff and faculty appropriately
Provide sole office support as necessary, assist dean in providing administrative oversight of all divisional functions, coordination of secretarial and administrative work for division
Delegate and supervise tasks assigned to administrative assistant and/or student workers.
Coordinate and maintain the Dean’s calendar and schedule
Prepare and submit requests to ESM for school orders, including working with new vendors to gather required paperwork and adding vendors to system as needed
Monitor S & E budget and Perkins fund requests
Participate in divisional planning, attend regular meetings to take notes for typing and distribution, maintain required data records, correspondence and calendars, serve as liaison to the staff and faculty, tracking use and maintenance on all departmental copiers and printers.
Maintain and oversee the School email and respond to correspondence accordingly
Handles phone calls either to answer the callers or direct them to appropriate personnel.
Handles cancellation of classes when instructors cannot attend classes and posting appropriate signs.
Distribute and collect different forms especially time-sensitive forms such as loading sheets, office hours, etc.
Take minutes of department meetings and pursue follow-ups when needed.
Updates faculty on department activities, when needed.
Access and create reports requested by the academic dean using college systems (Banner, Tableau, etc.)
Assists with and attends division activities when needed, including planning and attending events such as dean’s list receptions, faculty retreats, etc. Work with caterers, external vendors, and speakers regarding reservations, needs, and payment
Assists in drafting and formatting materials for the school, including emails, marketing items, and other correspondence
Assist with office moves, onboarding procedures, and other faculty and staff changes
Complete room reservations, event forms, facilities and IT tickets to support faculty as needed.
The above list of duties is not to be construed as an exhaustive list. Other duties logically associated with the position may be assigned.
Minimum Qualifications:
Associate’s degree with one (1) to three (3) years' related work experience OR an associate degree or industry related certification along with three (3) to four (4) years' related work experience.
Ability to work independently
Ability to track office work cycle and ensure routine tasks are completed
Excellent communication and organizational skills, and a high level of computer proficiency (including Word, Excel, Access, Power Point, Outlook)
Ability to work efficiently and effectively as a team member in a multi-tasking environment under potentially stressful conditions
Ability to process verbal and numeric information accurately and quickly
Ability to handle difficult situations to reach positive solutions
Ability to move around freely in an office environment, reach into filing cabinets and to lift and move up to 30 pounds
Preferred Qualifications:
Experience working in a higher education environment
Other Requirements:
Work Hours:
Hiring Range:
Team Ivy Referral:
Special Instructions to Applicants:
Advertised:
04 Nov 2022
US Eastern Daylight Time
Applications close:

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