Administrative Assistant

Special Instructions Summary

Candidates are strongly encouraged to apply by June 7th.

Department

AUDITORIUM (BA-AUTM-IUBLA)

Department Information

Since opening its doors in 1941, IU Auditorium has served as a university and community gathering place, hosting a diverse array of world-class artists, entertainers, musicians, and lecturers in its 3,200-seat theatre.

The Auditorium has been host for over 75 years to the world's top performers and speakers, from the Metropolitan Opera and Les Misérables to Kevin Hart and John Kerry.

As the leading performing arts organization in South Central Indiana in terms of quality, leadership, innovation, and overall guest satisfaction, IU Auditorium exists to create world-class arts and event experiences at Indiana University.

In addition to the wide variety of arts and entertainment events, the Auditorium continues to serve as the community's gathering place, hosting a variety of university ceremonies, orientation programs, conferences, weddings, and special events.

With a focus on student exposure and interaction with the arts, the Auditorium is ensuring its vital role in the greater university for years to come.

Job Summary

We are excited to welcome into our Auditorium family a dynamic team member who can uphold our reputation of providing expert and professional event and guest services, and serve and engage with a diverse array of artists, tours, and local clients.

Department Specific Responsibilities

• Acts as primary administrative support resource to department, providing direct support to Auditorium leadership including calendar maintenance, meeting scheduling, and contact maintenance.
• Serves as administrative support for the Associate Vice President for Events and Conferences, facilitating coordination of schedules and other support duties.
• Receives, screens, and directs incoming calls, visitors, mail, and email, and prepares outgoing mail.
• Creates, maintains, and archives administrative files and databases.
• Coordinates and monitors travel arrangements, documentation, and budgets for all staff and special artist / VIP needs.
• Receives, reviews, edits, and routes contracts for presented artists, and generates and routes agreements for rental events.
• Coordinates related payments to artists and promoters.
• Researches, purchases, and maintains office supplies and equipment, orders hospitality for special artist / VIP needs.
• Identifies, enhances, and follows a variety of processes and procedures to maximize efficiency and effectiveness.
• Serves as a liaison with other departments and external entities, coordinates activities, exchanges information, researches and resolves issues.

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
• Demonstrated ability to maintain confidential information
• Strong verbal communication and listening skills
• Strong written communication skills
• Excellent collaboration and team building skills
• Demonstrates excellent judgment and decision making skills
• Effective conflict management skills

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

This is an in-person position.

Advertised Salary

$18.00 - $20.50 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.

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

Request Support

Telephone : 812-856-1234

812-856-1234