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Administrative Services Coordinator

4 months ago

Bloomington, United States Indiana University Bloomington Full time

Job Summary

This position provides a full range of administrative support to the Chair, Interim Chair, and Program and Outreach Coordinator of the Department of Labor Studies. The position reports to the Student Services and Outreach Coordinator.

Department-Specific Responsibilities

Provides administrative support to the Chair, Interim Chair, and Program and Outreach Coordinator of the Department of Labor Studies. Performs tasks supportive of faculty and students systemwide such as developing and maintaining the system-wide class schedules; serving as the point of contact between the department, students, faculty, and external constituents; functioning as the program recorder; maintaining confidential records/databases of activities related to the faculty and student dismissal and probation system-wide; coordinating, attending, and recording various committee meetings.  Performs office duties such as preparing correspondence, reports, agenda, and minutes. Directs incoming phone calls and responding to emails promptly, courteously, and accurately.  Maintains student records, and performs data entry and reporting by networking with different university units on behalf of the Chair, Interim Chair, or Program and Outreach Coordinator.  Provides scheduling and administrative support to the Program and Outreach Coordinator in the scheduling of Labor Studies courses for IU campuses using the Student Information System (SIS), OneIU, Indiana University Information Environment (IUIE), and other software and databases internal to the IUSSW.  Gathers data from partner campuses when necessary for school reporting.  Runs reports using IUIE, including undergraduate and graduate student information, graduation verification, probation, dismissal, Deans/Scholars list, "I" and "R" grades, and non-registered student lists. Coordinates correspondence as it pertains to generated reports.  Works with personnel on partner campuses when School-wide reports are needed. Provides administrative support to the Program and Outreach Coordinator. Assists with maintenance of student records and helps facilitate students' admissions. Serves as the information source to faculty, staff, students, and the general public. Answers questions, provides information, and resolves routine problems regarding operations and services. Organizes and maintains electronic files of correspondence, planning, organizing, and managing events.

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).

Preferred

Bachelor's degree in related field.

WORK EXPERIENCE

Required

4 years of relevant experience.

Preferred

Experience working in higher education. Experience with HRMS, KFS, OnBase, and SIS.  Financial management, payroll management, and human resources 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

Microsoft software packages, specifically Excel, Access, Outlook, Word. Ability to work in a demanding, fast-paced, and collaborative work environment. Ability to multi-task, prioritize, and be proactive. Ability to effectively communicate with a wide variety of individuals within a diverse environment. Ability to troubleshoot and/or solve complex issues and problems, make improvements, and deliver quality services with a customer-focused mindset. Interpersonal communication skills with the ability to build and maintain positive relationships. Ability to work with people of different backgrounds and communicate with individuals at all levels of the organization both verbally and in writing.

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

The position is union-represented by CWA, Local 4818.

Work Location

Bloomington, Indiana

This position is eligible to work a hybrid schedule (mix between remote and in-person work), subject to change in the future based on university policy and business needs.

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.