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Administrative Coordinator

Company: Trustees of Indiana University
Location: Bloomington
Posted on: January 15, 2020

Job Description:

Department

OFC OF VP RESEARCH (UA-VPRO-IUBLA)

Department Information

Indiana University has formed a new Office of Business Partnerships to bring greater consistency to, and achieve greater impact from, the university's relationships with businesses. The goal is for a more coordinated approach to lead to stronger relationships, more opportunities for students and faculty, and greater financial support for all of IU's educational activities.

The new office will include Corporate Relations and the Office of Sponsorships, Licensing, and Trademarks. The Office of Business Partnerships will work in close collaboration with school corporate relations offices, the Office of Innovation and Commercialization, IU Ventures (formerly known as IURTC), and IU Athletics. Located within the Office of the Vice President for Research to help ensure close alignment with IU's academic mission, the new office will also maintain a dotted line to the Office of the Vice President and CFO to facilitate a close working relationship with IU Purchasing and other units there.

Job Summary

This position provides complex and comprehensive administrative support to the Office of Business Partnerships and Vice President for Research (VPR) Communications team. Prepares confidential documents, schedules appointments, manages calendars, prepares background materials and agendas, oversees travel arrangements, coordinates meetings, and fields calls and correspondence. Develops and maintains records, files, documents, and communications. Facilitates resolution of day-to-day issues that arise, and communicates issues to the AVP and Executive Director, Research Communications regarding their respective areas.

Duties and responsibilities:

  • Evaluates meeting requests to determine purpose and requirements, and schedules accordingly. Schedules all appointments, committees, conference calls and trips. Determines availability or alternate representation. Coordinates team members' calendars with various senior-level University administrators, alumni, faculty, staff and others external to the University, including state and national officials and external partners. Gathers, prepares and assembles all pertinent background documents and materials for meetings to ensure that team members are fully prepared for all meetings.
  • Manages and oversees all travel arrangements for the AVP and Executive Director. Plans travel itineraries and arranges transportation, conference registrations, meals, and lodging reservations. Arranges for any necessary equipment. Prepares and submits appropriate forms and receipts for reimbursement.
  • Serves as liaison and resource person to high-level administrative offices across all campuses. Researches and responds to internal and external inquiries, coordinates activities, exchanges information, and resolves problems and concerns. Investigates requests for assistance. Prepares reports for the AVP and the Executive Director's consideration and action. Drafts and prepares routine and non-routine correspondence. Proofreads documents for grammar, spelling and content. Produces finished copy for distribution. Handles confidential information with tact and discretion. Establishes, organizes and maintains files for meetings, committees, and others for quick retrieval.

    Required Qualifications

    Bachelor's degree and two years of experience in executive-level support.

    Excellent professional communication including ability to interact with a wide diversity of individuals, including internal and external leaders, using tact and diplomacy. Proficient with word processing, presentation, database, and spreadsheet software. Strong grammar and copy-editing skills. Strong organizational skills including ability to track multiple projects simultaneously. Ability to analyze complex information, make recommendations, and exercise independent judgment. Ability to exercise strong attention to detail. Ability to exercise the highest standards of integrity, professionalism and discretion.

    Preferred Qualifications

    Experience at IU with a strong knowledge of IU policies and organizational structure.

    Working Conditions / Demands

    Must have the ability to multitask, prioritize, and respond quickly to changing events. Must transport and move moderate weight of office supplies and equipment. Must work extensively with work station monitor and office equipment. Intense mental concentration is required.

    Job Classification

    Salary Plan: SS

    Salary Grade: 0G

    FLSA: Nonexempt

    Job Function: General Admin

    Posting Disclaimer

    This posting is scheduled to close at 11:59pm 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. .

Keywords: Trustees of Indiana University, Bloomington , Administrative Coordinator, Administration, Clerical , Bloomington, Indiana

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