Administrative Generalist Coordinator, Office of the Provost & Executive Vice President
Indiana University

Job Info

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Department

VICE PRES/ACADEMIC SUPPORT (BL-VPAS-IUBLA)

Department Information

In support of IU Bloomington's Chief Academic Officer, the Office of the Provost provides strategic vision, academic leadership, and operational support for faculty and student initiatives that enhance education, research and creative activity, and service. The Office of the Provost fosters a welcoming, supportive, and safe learning environment for the IU Bloomington campus community.

Our team members are our most valuable asset. Everyone contributes to the decision-making process as we seek creative and innovative solutions to meet the campus's needs. We set high service standards and reward superior effort and results. We promote the personal growth of our staff through education and training.

In the Provost's Office, we believe diversity, equity, and inclusion are inseparable from our mission to create a campus that keeps our faculty, staff and students feeling safe, supported, and included. We care about each individual and the unique background and capabilities they bring to our team. It is through these diverse experiences and perspectives that we will thrive in the future as a team that actively represents Indiana University's commitment to diversity and equity.

You can learn more about the Provost and the team here.

Job Summary

Department-Specific Responsibilities

• Provides back-up support to the Executive Liaison and Project Management Specialist roles within the team.
• Manages complex office activities to achieve optimum utilization of equipment and employee productivity.
• Supports all general administrative tasks in the areas of finance, procurement, staff and academic administration support for the Provost Office.
• Performs tasks related to high-level administrative tasks in direct support of the Provost and the leadership team.
• Conducts research, prepares reports, handles information requests, and performs support functions such as preparing correspondence, receiving visitors, scheduling meetings, and arranging travel.
• Drafts, prioritizes, and handles somewhat complex communications and handles matters of limited or moderate significance on behalf of the executive team.
• Provides back-up support to the Executive Liaison and Project Management Specialist roles within the team.
• Exercises diplomacy, tact, and judgment in all responsibilities.
• Interacts with a wide range of campus and university constituents.
• Manages the reception area by answering general Provost Office phone line, greeting incoming guests, managing conference room spaces, and navigating office security access.
• Ensures applicable university information, data, transactions, and communications maintain appropriate levels of confidentiality.
• Assists in the management of the dynamic and complex calendar for the provost, which requires a strong understanding of the campus, key priorities, and strategic projects.
• Manages general office needs related to mail, packages, procurement and distribution of office and hospitality supplies.
• Performs general office filing and document management support to include maintenance of list servs utilized by Provost Office staff.
• Navigates tech support needs for office equipment with internal IT support and external vendors.
• Completes work orders for facility related needs and confidential shredding.
• Performs office financial support in the areas of procurement card reconciliation, travel reimbursement, purchase order receipts and approvals and other financial processing transactions.
• Supports other team members as needed.

General Responsibilities

• Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow.
• Organizes office operations and procedures, such as creating Word or Excel files, bookkeeping, and preparation of payrolls, flow of correspondence, filing, requisition of supplies, and other office services.
• Oversees opening, sorting, and routing of incoming mail, answers correspondence and prepares outgoing mail.
• Purchases and maintains office supplies and equipment, as well as budget expense control.
• May be part of a team to select and train other staff and allocate tasks and assignments to lower-level appointed staff and monitor their performance.
• May assist with administrative needs related to the daily operations, planning, and implementation of various or multiple student services or department initiatives.
• May work on office projects engaging others to collaborate and accountable to see through to completion.
• 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

• Proficient communication skills
• Effective interpersonal skills
• Excellent organizational skills
• Demonstrates ability to maintain confidential information
• Demonstrates excellent judgment and decision making skills
• Maintains a high degree of professionalism
• Ability to simultaneously handle multiple priorities
• Demonstrates time management and priority setting skills
• Ability to lead/manage others

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.

Additional Information

Salary plan and grade: PAA3AM

This is an CWA union covered position.

Work Location

Bloomington, Indiana

This is an in-person position.

Advertised Salary

Up to $23.00 per hour based on experience

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 Generalist
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

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