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Scheduling Officer / Administrative Assistant (Student Services Coordinator) job in Bloomington at Indiana University

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Scheduling Officer / Administrative Assistant (Student Services Coordinator) at Indiana University

Scheduling Officer / Administrative Assistant (Student Services Coordinator)

Indiana University Bloomington, IN Full Time
Department

GENDER STUDIES (BL-GNDR-IUBLA)

Department Information

The Department of Gender Studies at Indiana University examines the social understanding of gender issues as they relate to various dimensions of life, including sexuality, race and class, business and politics, artistic movements, law, the media, and more. Students with a degree in Gender Studies are equipped with an understanding of today's diverse and multicultural world, an open mind about the challenges of gender difference, and the foundational skills that employers seek the most.

The College values diversity, equity, and inclusion as a core strength and essential element in the success of its educational mission. For the full diversity statement, click here.

More information about the Department of Gender Studies at Indiana University may be found here.

Job Summary

  • Assists with administrative needs related to the daily operations, planning, and implementation of various or multiple student services initiatives. Performs duties such as attending a front desk, answering phones and email, and delivering messages and mail.
  • Serves as a liaison to campus partners for cross-departmental student services initiatives, providing information, securing space reservations, scheduling planning meetings, and providing necessary documentation.
  • Provides assistance to student participants, stakeholders, faculty, and/or staff; acts as a resource by analyzing information, providing documentation, and preparing reports. Accurately maintains electronic records and databases.
  • Provides directions, support, and information to student organization representatives and other visitors to the department.
  • Assists with daily scheduling, training, and gathering of student feedback. May prepare and disseminate handouts, presentations, or other materials.
  • May assist with ordering or creation of promotional materials for student organizations or departmental needs.
  • May provide guidance to other Student Services Coordinators.
Department-specific responsibilities:

Scheduling Officer:
  • Collaborates with the department leadership team, creating and maintaining the department course offerings schedule for undergraduate and graduate courses.
  • By using the Registrar's online system, enters new and existing courses (meeting times/locations, instructors, titles, CASE credit).
  • In collaboration with the leadership team, monitors the enrollment activity and implements any changes necessary.
  • Helps to promote courses through communications with other IU departments and academic advisors.
  • Communicates with Registrar's Office as needed.
Web Support Specialist/Marketing and Outreach:
  • Maintains and updates existing web pages, including checking and maintaining links and monitoring the website for consistency and compliance with university standards for content and design.
  • Maintains the departmental directory. Coordinates with faculty and staff to make decisions about what content is published on the website, and makes appropriate changes.
  • Drafts content through student or alumni interviews as needed.
  • Responds in a timely manner to make day-to-day web changes requested by the faculty, graduate students, and staff.
  • Manages all media communications (website, Twitter, Facebook). Writes and edits department newsletter to increase the department's visibility.
  • Designs promotional materials for special events and courses.
  • Provides assistance to department administrators and instructors.
Office Coordinator:
  • Performs a variety of clerical duties including opening the mail, preparing shipping, answering the department telephone, copying, scanning, filing, and maintaining department calendar.
  • Greets and provides assistance and/or makes referrals to appropriate individuals.
  • Answers department telephone and email.
  • Performs a variety of secretarial and supportive duties to the Department Chair, Executive Office Administrator, and to the department as a whole.
  • Responsible for ordering and maintaining office supplies.
Payroll and Travel Processing:
  • Serves as departmental payroll processor.
  • Prepares faculty travel documents including authorizations and/or reimbursement requests.
Assistant Events Coordinator:
  • Assists with events coordination and execution for the department as needed, including marketing of events and student outreach.

Qualifications

EDUCATION

Required
  • High school diploma or GED.
Preferred
  • Bachelor's degree.
WORK EXPERIENCE

Required
  • 2 years of experience in an office environment, higher education, or a related field.
SKILLS

Required
  • Proficient communication skills.
  • Maintains a high degree of professionalism.
  • Demonstrated time management and priority setting skills.
  • Demonstrates a high commitment to quality.
  • Possesses flexibility to work in a fast paced, dynamic environment.
  • Highly thorough and dependable.
  • Demonstrated ability to maintain confidential information.
  • Demonstrated customer service skills.
  • Commitment to working with people of diverse backgrounds and demonstrated cultural competency.
Preferred
  • Experience with basic web page design and Microsoft Publisher or other web design software.
  • Working knowledge of graphic design programs including Adobe Photoshop and InDesign.
  • Working knowledge of IU systems, policies and procedures.
  • Familiarity with basic HTML desired.

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

Bloomington, Indiana

Advertised Salary

$15.00 - $15.48 per hour.

Job Classification

Career Level: Intermediate

FLSA: Nonexempt

Job Function: Student Services

Job Family: Student Services Generalist

Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.

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.

New employees will be provided with information regarding Indiana University's COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page.

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 without regard to 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 [ Email address blocked ] - Click here to apply to Scheduling Officer / Administrative Assistant (Student Services Coordinator) or by visiting IUPD.

Contact Us

Request Support
Telephone:
812-856-1234
 

Recommended Skills

  • Scheduling
  • Administration
  • Time Management
  • Web Pages
  • Clerical Works
  • Communication
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