Executive Assistant

Position Details About the Institution Indiana State University is a Tier 2 national University with a Carnegie classification of doctoral / research.

Nationally ranked and accredited, we are in Terre Haute, IN and have been recognized by the Princeton Review and the Wall Street Journal among the best universities in the Midwest.

Indiana State is one of the most diverse college campuses in Indiana and home to a welcoming community of students, faculty, and staff representing nearly every U.

S. state and 36 countries around the world.

Our beautiful, active, pedestrian-friendly campus is located within walking distance of local shops, restaurants, and activities in Terre Haute’s historic downtown district.

Situated near the Indiana-Illinois border, we are located 70 miles southwest of Indianapolis and within a few hours of major metropolitan centers in St.

Louis, Chicago, and Louisville. On campus, there are 160 student-run organizations, an expansive Student Recreation Center, a Performing Arts Series, and University Speakers Series, among other attractions.

Indiana State Athletics, known as the Fighting Sycamores, fields 15 NCAA Division I athletic teams in the Missouri Valley Conference.

Ranked nationally for social mobility, Indiana State University transforms the lives of our students through experiential learning, community engagement, and career readiness, serving as a dynamic educational partner for businesses and industries throughout the Midwest.

Our faculty provide instruction in small class sizes that provide opportunities for personalized instruction and feedback.

Indiana State supports and recognizes faculty research and scholarship, providing an internal grants resource pool and other forms of support, and awarding faculty research honors each spring.

Indiana State University is a place of belonging where students, faculty, and staff learn, thrive, and grow together.

Indiana State University is an equal opportunity employer committed to diversity, inclusion, and belonging in the workplace.

We prohibit discrimination and harassment of any kind based on race, color, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), religion, sexual orientation, gender identity, gender expression, age, national origin, status as an individual with a disability, status as a protected veteran, genetic information, political views or activity, or any other applicable legally protected characteristics.

This policy applies to all employment practices within our organization, including recruiting, hiring, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and applicable apprenticeships.

If you need assistance or an accommodation due to disability, you may contact us at [email protected] Comments to Applicants Candidates must be eligible to work in the U.

S. for other than practical training. The university will not provide visa sponsorship for this position. Department VP and Provost Office Work Schedule M-F 8 : 00 AM-4 : 30 PM

Occasional evenings and weekends. Notice of Vacancy Number 24-00202 Desired Start Date 07 / 29 / 2024 Open Date 07 / 11 / 2024 Close Date 07 / 28 / 2024 Open Until Filled No Job Category Staff-Non-Exempt Benefits Associated with this Position

• Sick Leave : Accrues at a rate of 12 days per fiscal year with unlimited accumulation.
• Life Insurance : The coverage amount is based on two and one-half times appointment salary rounded up to the next whole thousand with a maximum coverage of $100,000 and includes the same amount of Accidental Death and Dismemberment benefits.

The University currently pays the entire cost of coverage.

Medical, Dental and Prescription Drug Coverage : The cost of coverage is shared between employees and the University. Rates are determined by participation in Wellness Program and use of tobacco products.

Coverage is available on the first of the month following appointment date.

Public Employees Retirement Fund (PERF) : The employee share of three (3) percent is paid by ISU. The employer (ISU) share is actuarially determined annually by the State of Indiana.

There is no cost to the employee. A minimum of ten (10) years of service is required for PERF vesting. PERF has several investment options from which to choose.

Note : For individuals who are receiving PERF Retirement, contributions may not be made.

TIAA Auto Enroll : New employees are automatically enrolled in a tax deferred retirement program at hire : three (3) percent is deducted before taxes for the program to facilitate retirement planning.

Employees may opt out of the program within 90 days.

Long Term Disability Coverage : Employees are eligible after three (3) years of continuous, regular employment with the University.

This policy guarantees approved disabled employees a 66 2 / 3 percent income protection (from all sources) after 180 days of continuous total disability.

Immediate participation is available for current members of a comparable group disability insurance program within 90 days prior to ISU employment and that would have provided income protection upon disability for at least five years.

Fee Waiver Program : For the employee, spouse and dependent children : Staff may enroll in up to 18 hours of course work each academic year at a reduced rate.

Spouses may enroll in 15 semester hours each academic year with 80% of qualified tuition waived. Dependent children of regular full-time staff who are full-time degree seeking undergraduate students at ISU may receive a fee waiver of 80% of qualified tuition for up to a total of ten (10) semesters.

• Vacation : Employee accrues 10-20 vacation days per year based upon years of service.
• Convenience Day : Employees have one per fiscal year to use.

Optional Benefits

• Voluntary Life Insurance : Additional amounts of life insurance may be purchased on employee, spouse and dependent children.
• Voluntary Vision Plan : May enroll within the first 31 days of employment date.

Job Summary / Basic Function Keeps official University records and executes administrative policies. Specific Responsibilities Reporting directly to the Provost and Vice President for Academic Affairs, the Executive Assistant provides exceptional constituent service and project coordination for the Provost and Academic Affairs.

The Executive Assistant executes administrative policies determined by or in conjunction with other University officials within Academic Affairs.

The Executive Assistant serves as the primary point of contact for internal and external constituencies on all Office of the Provost matters.

The Executive Assistant is a liaison to the Provost’s Advisory Council members. The Executive Assistant works collaboratively with members of Academic Affairs to ensure consistent and ongoing communication and interaction.

The Executive Assistant to the Provost and Vice President must be creative and enjoy working within a fast-paced environment that is mission-driven, results-driven, and academic-oriented.

The ideal individual will be able to exercise sound judgment in various situations, with strong written and verbal communication, administrative and organizational skills, and maintain a realistic balance among multiple priorities, including managing a few high-profile events annually.

The Executive Associate will be able to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle various activities and confidential matters with discretion.

Required Relevant Education & Experience

Education : Associate’s Degree or up to 3 years of college or technical school; Experience : 3-4 Years

Required Field(s) of Study NA Preferred Relevant Education and Experience Associate’s Degree or up to 3 years of college or technical school;

Experience as administrative assistant : 3-4 Years. Supervisory Responsibilities Has authority or responsibility over staff employees, students, or graduate assistants on a regular basis and may be a direct supervisor.

Required Certificates, Licenses and Registrations Must possess a valid driver's license Other Required Certificates, Licenses and Registrations Preferred Certificates, Licenses and Registrations Preferred Other Certificates, Licenses and Registrations Knowledge, Skills and Abilities Able to adapt to change, Able to assemble, analyze and present data, Able to learn and retain information, Able to multitask, Able to plan, organize, and implement projects in a timely manner, Able to read English, understand, and follow verbal and written instructions, Able to work both independently and collaboratively, Able to work carefully and politely around others, Able to work well with others, Attention to detail, Demonstration of high ethical standards, integrity, professionalism, politeness, and courteousness, Excellent customer service skills, Excellent interpersonal, organizational, planning, teambuilding and problem solving skills, Excellent leadership skills, Experience and knowledge in job related program, Experience with budget management, Math and basic accounting skills, Professional demeanor, high energy, dynamic personality and excellent communication and interpersonal skills, Proficiency with Microsoft Office and other computer applications, Proven supervisory skills, Proven verbal and written communication skills, Willing to interact with students, Willing to work extended hours during events and peak seasons, when required, Work effectively with a diverse community Other Knowledge, Skills and Abilities Accounting and math experience.

Experience with university budgets. Higher education experience. Leadership and organizational skills. Ability to work independently. Qualifications & Disclaimer

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and / or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The information on this description is designed to indicate the general nature and level of work performed by employees within the classification.

It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

NCAA Guidelines

All employees and staff of ISU are bound by all NCAA, Missouri Valley Conference and institutional rules and regulations pertaining to intercollegiate athletics and must conduct themselves in accordance therewith.

For more complete information on the duties and obligations of ISU employees and staff in this regard, employees and staff should contact the Compliance Office in the ISU Athletic Department.

No ISU employee (whether paid or a volunteer) shall knowingly influence others to furnish the NCAA or an ISU investigator / compliance officer false or misleading information concerning an individual’s involvement in or knowledge of matters relevant to a possible violation of an NCAA regulation.

Failure to abide by this term of employment shall constitute unethical conduct as defined by the NCAA and may result in immediate suspension and / or termination of the employment relationship with ISU.

Position Reappointment Required No Job Duties Essential Duties and Responsibilities

Manages supervisor’s calendar and independently schedules appointments.

Essential Duties and Responsibilities

Screens incoming calls and correspondence and responds independently when possible.

Essential Duties and Responsibilities

Prepares memorandums outlining and explaining administrative procedures and policies and monitors compliance.

Essential Duties and Responsibilities

Coordinates programs, events, or conferences by arranging facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.

Essential Duties and Responsibilities

Directs preparation of records such as agendas, notices, minutes, and resolutions for meetings.

Essential Duties and Responsibilities

Acts as custodian of documents and records.

Essential Duties and Responsibilities

Takes and transcribes dictation, and composes and prepares confidential correspondence, reports, and other complex documents.

Essential Duties and Responsibilities

Creates and maintains database and spreadsheet files.

Essential Duties and Responsibilities

Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies supervisor when requested.

Essential Duties and Responsibilities

Monitors departmental budget(s) and prepares budgetary reports.

Essential Duties and Responsibilities

Performs other duties as assigned.