Administrative Assistant to the Chair (Admin Generalist Coord)

Company: Indiana University
Location: Bloomington
Posted on: September 22, 2024

Job Description:

DepartmentCHEMISTRY (BL-CHEM-IUBLA)Department InformationFaculty and staff in the Department of Chemistry are committed to developing students understanding of science and problem-solving skills and preparing them for careers in science and the health professions.The Department of Chemistry is a part of the College of Arts and Sciences at Indiana University and offers a variety of outstanding employment opportunities such as academics, scientist positions, laboratory technicians, administrative and information technology support, fiscal services and purchasing, technical services (machinists, electronics, glass blowers), student and teaching services, and much more. Each and every individual in every role is integral to the success of the educational and research mission of the department, the College, and Indiana University as a whole.More information about the Department of Chemistry may be found here.More information about the College of Arts and Sciences at Indiana University may be found here.Job SummaryDepartment-Specific Responsibilities

• Coordinates more complex administrative activities of an office. This may include administrative duties including but not limited to mail management, inventory of office supplies, and organization of office procedures.
• Provides administrative support to the Chair, Associate Chair, and Assistant Chair ensuring that the office runs efficiently in order to allow the Chair to spend as much time as possible to perform research and address the larger needs of the department.
• Maintains accurate departmental and faculty records and represent the Chair's office to the public, alumni, faculty, staff, and students competently and courteously.
• Coordination of tenure, promotion, and recruitment processes is critical to maintaining the profile of the department.
• Manages the faculty tenure and promotion process as well as faculty annual reviews.
• Provides support with the assembly, completion, and submission of tenure and promotion dossiers (eDossier), including working with external reviewers.
• Serves as Chair and faculty candidate delegate and point of contact for the College and faculty.
• Coordinates the faculty award nominations process. Maintains master list/report of university, national, and international awards.
• Works with the Faculty Awards Committee, initiates and processes individual annual award nominations.
• Coordinates the faculty recruitment process from vacancy to appointment. Recommends ad language based on departmental and university policy.
• Schedules search committee meetings and assists committee as needed.
• Arranges candidate itineraries and schedules travel for candidates.
• Provides administrative assistance to the Department Chair in preparation for faculty meetings including preparing agenda items, materials, meeting minutes, and voting.
• Researches and reports faculty publications, citations, and teaching performance data to evaluate departmental performance.
• Manages the Department Chair correspondence alerting him/her of important deadlines and items of concern.
• Responds to inquiries on behalf of the Department Chair.
• Oversees donor relations.
• Maintains internal records of high-profile donors; track donor giving, orders and ensures timely delivery of thank you and holiday cards.
• Organizes special events: Annual Staff Banquet, Watanabe and Inorganic Symposiums.
• Assists faculty in the completion of Faculty Annual Reports.
• Prepares the departmental newsletter regarding departmental news and events.
• Maintains faculty records of awards, correspondence, teaching evaluations, research, sabbaticals, etc. Prepares masters list, faculty rosters, and directories as needed.General Responsibilities
  • Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow.
  • Organizes office operations and procedures, such as creation of Word and 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.
  • Monitors the use of office supplies and equipment; reorders items as required.
  • Ensures that office procedures and policies are being maintained and communicated.
  • Compiles, copies, sorts, and files records of office activities.
  • May perform other duties related to maintaining an internal website and/or working with social media.QualificationsCombinations 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. EDUCATIONRequired
    • High school diploma or equivalent (such as HSED or GED)WORK EXPERIENCERequired
      • 2 years of relevant experiencePreferred
        • 3 years of office experience, preferably in an academic environmentSKILLSRequired
          • Proficient communication skills
          • Effective interpersonal skills
          • Excellent organizational skills
          • Demonstrates ability to maintain confidential information
          • Demonstrates excellent judgment and decision-making skills
          • Ability to simultaneously handle multiple priorities
          • Maintains a high degree of professionalismPreferred
            • Knowledge of computers and Microsoft Office Suite
            • Knowledge of university systems, policies, and procedures preferred
            • Knowledge of standard office equipment
            • Excellent communication, problem solving, and organizational skills with high attention to detail
            • Must be able to handle multiple tasks under deadline pressure with constant interruptions
            • Ability to analyze complex information and exercise independent judgement
            • Ability to work with a diverse group of people
            • Ability to maintain confidentiality and to handle confidential and sensitive information with tact and diplomacy Working Conditions / DemandsThis 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 LocationBloomington, Indiana Advertised Salary$19.00 -$20.93 per hourBenefits OverviewFor 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 ClassificationCareer Level: IntermediateFLSA: NonexemptJob Function: General AdministrationJob Family: Administrative GeneralistClick here to learn more about Indiana University's Job Framework.Posting DisclaimerThis 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 OpportunityIndiana 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.Campus Safety and SecurityThe 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 iups@iu.edu or by visiting IUPD.Contact UsRequest SupportTelephone: 812-856-1234

Keywords: Indiana University, Bloomington , Administrative Assistant to the Chair (Admin Generalist Coord), Administration, Clerical , Bloomington, Indiana