Administrative Assistant, School of Business

Department

SCHOOL OF BUSINESS (KO-BUS-IUKOA)

Job Summary

Department Specific Responsibilities

• Manages front desk matters such as answering calls, walk-ins, etc.
• Creates and updates email distribution lists as needed.
• Designs and creates Qualtrics surveys for AACSB data collection and reporting every semester.
• Attends and arranges faculty committee meetings, record meeting minutes for Student Engagement and Quality in Teaching committees and others as requested.
• Sorts and distributes mail, copy, and fax documents, as requested.
• Responds to students questions, concerns, and needs for the Student Engagement, including KEY trips and student clubs.
• Maintains Student Engagement (SE) Canvas page with accurate and timely information of all business school students.
• Serves as a liaison to student clubs and organizations and student life, providing support to student officers and their faculty advisors.
• Provides proactive engagement and consistent messaging to current students primarily through Canvas SE page and digital outreach.
• Assists students with the routing and processing of internship paperwork (electronically or paper).
• Maintains and provides students with accurate information on School of Business tutors.
• Designs and launches social media promotions for all programs.
• Assists with the execution of print, email, SMS and telephone outreach and marketing promotion.
• Provides support processing website updates and maintenance deans office pages and directories.
• Executes mass mailings from the deans office i.e., deans list letters, MBA and MPM direct admit letters.
• Collaborates with the Media and Marketing Office in the creation and updating of marketing material.
• Collects, organizes, designs, and digitally distributes School of Business newsletter content.
• Submits School events into the Whale calendar.
• Requests alumni mailing lists as needed for content distribution.
• Gathers, reviews, and ensures course syllabi meet current requirements and request corrections from faculty as needed.
• Oversees textbook and desk copy ordering processes ensuring that faculty orders are submitted, facilitating as needed.
• Maintains School of Business-related documents in TEAMS.
• Provides assistance to faculty as needed.

General Responsibilities

• Provides administrative support to a department or group of professionals, exercising confidentiality, tact and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports.
• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
• Schedules and confirms appointments, meetings, and travel arrangements; tracks expenses.
• Participates in the development and implementation of administrative standards, policies and practices for the organization.
• 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

• 2 years of relevant experience.

SKILLS

Required

• Excellent organizational skills.
• Demonstrates ability to maintain confidential information.
• Strong verbal communication and listening skills.
• Demonstrates excellent judgment and decision making skills.
• Ability to simultaneously handle multiple priorities.
• Maintains composure under pressure.

Preferred

• Proficient in MS Office Suite.
• Experience with digital content creation.

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.

Work Location

Kokomo, Indiana

Advertised Salary

$33,280 - $35,360 annually

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Job Classification

Career Level: Intermediate

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

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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 opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University 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.

Contact Us

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Telephone: 812-856-1234