OFFICE MANAGER AND SPECIAL PROJECTS COORDINATOR (ADMINISTRATIVE ASSISTANT)

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

Job Description:

The Office of Enrollment Management (OEM) brings together the services and expertise of 9 campus units to create a streamlined student experience. As home to the Offices of Admissions, Scholarships, Student Financial Assistance, the Registrar, Student Central, First Year Experience Programs, and more, our organization provides unified service t students and families and develops data-driven initiatives to strengthen the university. With a strong focus on diversity, OEM strives to cultivate a diverse, inclusive environment that supports equal access, participation, and representation throughout all OEM units.

The Office of Scholarships serves as the programming source to potential and current students for informational sessions regarding scholarship opportunities at Indiana University. The department is dedicated to awarding the maximum amount of scholarships available to the most deserving students while striving to be informative, responsive, resourceful, compliant, professional and sensitive to students, faculty and donor needs.

Job Summary

Department Specific Responsibilities

• Maintains high standards of tact, diplomacy, confidentiality, and discretion in a highly sensitive environment.
• Maintains calendars, organizes travel logistics, answers the phone, and manages the preparation and dissemination of reports.
• Writes, edits, and creates correspondence, reports, and PowerPoint presentations.
• Handles sensitive and confidential information with tact and diplomacy.
• Responds to inquiries and handles non-routine communications.
• Exercises judgment and discretion in referring inquiries, resolving problems, and researching requests for information.
• Serves as liaison with all levels of the University (students, staff, alumni, faculty, donors, and guests). Provides information about the Office of Scholarships, IU, policies and procedures, and handling or referring information as appropriate.
• Ensures that all operations and activities are managed in accordance with established University policies.
• Interprets complex information, investigates and researches options and solutions, and makes evaluative determinations and recommendations.
• Maintains records, files, documents, and communications for the Office of Scholarships.
• Promotes an atmosphere of cooperation and collegiality.
• Manages special projects with limited direction.
• Administers travel budgets; processes travel related documents and reimbursements. 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. Qualifications
    
    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) WORK EXPERIENCE
      
      Required
      • 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 Preferred
          • Knowledge of IU Systems
          • Knowledge of Microsoft Office: Outlook, Word and Excel Working Conditions / Demands
            
            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.
            
            Additional Information
            
            $40,000 - $43,000 annually
            
            Work Location
            
            Bloomington, Indiana
            
            This position must be in-office 5 days per week with some flexibility to work remotely based on business needs of the department. Remote work is subject to change at any time based on Indiana University policy.
            
            Benefits Overview
            
            For 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 Classification
              
              Career Level: Mastery
              
              FLSA: Nonexempt
              
              Job Function: General Administration
              
              Job Family: Administrative Support
              
              Click here to learn more about Indiana University's Job Framework.
              
              Posting Disclaimer
              
              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.
              
              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 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 Security
              
              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 iups@iu.edu or by visiting IUPD.
              
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Keywords: Indiana University, Bloomington , OFFICE MANAGER AND SPECIAL PROJECTS COORDINATOR (ADMINISTRATIVE ASSISTANT), Executive , Bloomington, Indiana