Executive Assistant to HLS Dean and Executive Associate Dean (Administrative Assistant)
Indiana University

Department

HAMILTON LUGAR SCHOOL (BL-SGIS-IUBLA)

Department Information

The Hamilton Lugar School (HLS) of Global & International Studies at Indiana University is a leader in the study of international affairs. We make the world a better place by engaging with its governments, businesses, laws, and nonprofit sectors, and we pursue innovations and solutions from the strong foundation of a Big Ten research university.

Job Summary

Department-Specific Responsibilities

• Assists with monitoring program progress, following up with stakeholders on the completion or delay of program phases, scheduling meetings and maintaining program documents and reports
• Assists with oversight of program activities, identifies any issues, and ensures issues are resolved promptly
• Manages the calendars for the HLS Dean and Executive Associate Dean
• Coordinates annual calendar of recurring meetings lead by the HLS Deans
• Prepares meeting materials for the Deans, such as collecting bios and briefing materials on key stakeholders and topics
• Makes travel arrangements for the HLS Dean and Executive Associate Dean
• Processes travel reimbursements for the HLS Dean and Executive Associate Dean
• Manages reception for the HLS Deans Office, including the supervision of 5-6 part time reception desk student workers
• Monitors and maintains inventory of office supplies and equipment for the HLS Deans Suite
• Provides support for HLS Dean and Executive Associate Dean on research projects and writing related to HLS programs

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

• Maintains a high degree of professionalism
• Demonstrates 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
• Demonstrates a high level of accuracy, even under pressure
• Good interpersonal skills for developing and maintaining effective working relationships with faculty, co-workers, and external constituencies
• Strong organizational and administrative skills with the ability to work both independently and collaboratively and to organize and manage time effectively
• Initiative, creativity, and talent for problem-solving
• Excellent written communications skills with solid attention to detail in editorial and proofreading work
• Good interpersonal skills for developing and maintaining effective working relationships with faculty, co-workers, and external constituencies
• Ability to manage multiple projects with different deadlines

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

Hamilton Lugar School of Global and International Studies Building

Bloomington, Indiana

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
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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 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.

Contact Us

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Telephone: 812-856-1234

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