Executive Assistant to the Dean (Administrative Assistant), College of Health and Human Services

Department

COLLEGE OF HEALTH & HUMAN SERV (NW-CHHS-IUNWA)

Job Summary

The College of Health and Human Services (CHHS) at Indiana University (IU) Northwest is seeking an Executive Assistant to the Dean to provide dedicated administrative support to the Office of the Dean. This position supports the day-to-day operations of the Deans Office and serves as an administrative resource for faculty, staff, students, university partners, and external constituents. This position reports directly to the Dean of the College of Health and Human Services and handles a variety of administrative matters requiring organization, professionalism, discretion, and confidentiality.

Department Specific Responsibilities

• Provides direct administrative support to the Dean of the College of Health and Human Services and supports the day-to-day operations of the Deans Office.
• Manages the Deans calendar, schedules meetings and appointments, coordinates travel arrangements, and prepares related documentation and expense reports.
• Prepares and coordinates correspondence, reports, presentations, agendas, meeting materials, and other documents on behalf of the Deans Office.
• Serves as a central administrative resource for the Deans Office, responding to and coordinating requests from faculty, staff, students, university offices, and external constituents.
• Handles sensitive and confidential information with appropriate discretion and judgment.
• Coordinates administrative follow-up on requests and priorities identified by the Dean and works with CHHS faculty and staff to support timely completion.
• Provides administrative and logistical support for college meetings, committees, special programs, and events, including preparation of materials and meeting documentation.
• Assists with maintaining records and documentation associated with college operations, accreditation activities, and other institutional requirements.
• Provides administrative support for purchasing, accounts payable, travel, and other financial processes in accordance with university procedures.
• Assists with college communications and maintenance of internal information and resources as assigned.
• Performs other administrative duties necessary to support the effective operation of the Deans Office and College.

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.)

Preferred

• Bachelors degree.

WORK EXPERIENCE

Required

• 2 years of relevant experience.

Preferred

• 3 years of relevant administrative support experience.
• Experience providing administrative support to senior leadership in higher education or another complex organization.

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

• Strong written communication and interpersonal skills.
• Demonstrates attention to detail and ability to manage competing deadlines.
• Ability to interact professionally and diplomatically with senior leadership, faculty, staff, students, and external constituents.
• Proficiency with Microsoft Office applications and electronic calendaring tools.
• Ability to work independently, exercise sound judgment, and appropriately handle sensitive or confidential matters.
• Ability to coordinate meetings, travel, events, and administrative projects involving multiple stakeholders.

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

IU Northwest Campus

Gary, Indiana

Advertised Salary

$40,000.00 - $45,000.00 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