Administrative Assistant, IU Dining and Hospitality

Job Summary

Department-Specific Responsibilities

• Manages and organizes office operations and procedures.
• Handles correspondence, including emails and phone calls.
• Schedules and coordinates meetings, appointments, and events.
• Maintains and updates records, databases, and filing systems.
• Assists with the preparation of reports, presentations, and other documents.
• Supports the team with various administrative tasks as needed.
• Schedules interviews for recruiting for the administration team.
• Arranges travel for the administrative team, including booking flights, accommodations, and transportation.
• Plans and organizes departmental meetings, including supporting agendas, taking minutes, and preparing reports on action items for the meeting leader to send.
• Provide or leads a full range of administrative support directly to executives.
• Provides guidance to lower-level appointed staff.

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

Maintain a high degree of professionalism

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 move objects weighing up to 25 pounds.

The person in this role must be able to perform the essential functions with or without an accommodation.

Additional Information

Salary Plan and Grade : PAA-3AS

This is a Non-Exempt, CWA union covered position.

Work Location

Bloomington, Indiana

Advertised Salary

$18.00 per hour

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.