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Administrative Assistant to the Associate Dean and Executive Director of Academics (Project Management Specialist)
Indiana University Bloomington
Bloomington, KSA
Full Time
Mid
Onsite
4 weeks ago
Administrative SupportProject ManagementCalendar ManagementBudget AdministrationMicrosoft OfficeCommunication
Free
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Administrative SupportProject ManagementCalendar Management
About the Role
Indiana University's Eskenazi School seeks an Administrative Assistant to provide administrative support to the Associate Dean and Executive Director of Academics. The role involves managing calendars, correspondence, budgets, and strategic projects.
Key Skills for This Role
Administrative SupportProject ManagementCalendar ManagementBudget AdministrationMicrosoft OfficeCommunication
Responsibilities
- Provides administrative support to AD/EDA, exercising confidentiality, tact, and diplomacy
- Anticipates the needs of the AD/EDA to ensure a smooth and properly functioning operation
- Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
- Receives, screens, and directs incoming communication (e.g., email, mail) and visitors promptly, courteously, and accurately
- Manages AD and EDA calendars, meetings, travel, correspondence, and budgets
- 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 for which support is being provided
- Coordinates with AD to identify funding needs and potential sources to support the Eskenazi School's research and creative activity goals and long term and short term strategic projects
- Works with AD and EDA to construct and administer program budgets and approve spending
- Tracks progress on deliverables, analyzes data on projected spending, and prepares reports to funding sources
Requirements
- Bachelor's degree in a relevant field
- Some relevant experience
- Ability to drive multiple projects to successful completion
- Demonstrates project management skills
- Proficient written and verbal communication skills
- Excellent organizational skills
- Excellent collaboration and team building skills
- Demonstrates time management and priority setting skills
Full Job Posting
Department
- ESKENAZI SCHOOL OF ART ARCH + (BL SOAD IUBLA)
Position Summary
- The Eskenazi School seeks an administrative assistant to provide a full range of administrative support to the Associate Dean (AD) and Executive Director of Academics (EDA) across areas of academic affairs, faculty affairs, research and creative activity, and general administration.
- The role may require developing resources and providing administrative support for strategic initiatives.
Department Specific Responsibilities
- Provides administrative support to AD/EDA, exercising confidentiality, tact, and diplomacy.
- Anticipates the needs of the AD/EDA to ensure a smooth and properly functioning operation.
- Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
- Receives, screens, and directs incoming communication (e.g., email, mail) and visitors promptly, courteously, and accurately.
- Manages AD and EDA calendars, meetings, travel, correspondence, and budgets.
- 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 for which support is being provided.
- Coordinates with AD to identify funding needs and potential sources to support the Eskenazi School's research and creative activity goals and long term and short term strategic projects.
- Works with AD and EDA to construct and administer program budgets and approve spending. Tracks progress on deliverables, analyzes data on projected spending, and prepares reports to funding sources.
General Responsibilities
- Manages a small project, from start to finish, or 1 phase of a large project, ensuring on time completion within budget.
- Develops project plan(s) and efficiently analyzes, tracks, forecasts, and reports on project metrics and shortfalls.
- Reports on progress and provides regular updates to upper management.
- Coordinates and communicates between various areas; conducts project meetings and prepares regular reports.
- Collaborates with other departments to ensure that project objectives are achieved within established time frames.
- May provide guidance and support to non exempt staff.
Education
- Required: Bachelor's degree in a relevant field.
Work Experience
- Some relevant experience.
Skills
- Required: Ability to drive multiple projects to successful completion.
- Demonstrates project management skills.
- Proficient written and verbal communication skills.
- Excellent organizational skills.
- Excellent collaboration and team building skills.
- Demonstrates time management and priority setting skills.
- Preferred: Ability to actively learn through problem solving.
- Ability to communicate clearly with different audiences.
- Ability to resolve problems through engagement with others.
Salary
- $54,000.00 $56,000.00 annually
Benefits
- Comprehensive medical and dental insurance
- Health savings account with generous IU contributions
- Healthcare and dependent care flexible spending accounts
- Basic group life insurance paid by IU
- Voluntary supplemental life, long term disability, critical illness, and supplemental accidental death & dismemberment insurance
- Base retirement plan with generous IU contributions, subject to vesting
- Voluntary supplemental retirement plan options
- Tuition subsidy for employees and family members taking IU courses
- 10 paid holidays plus a paid winter break each year
- Generous paid time off plans
- Paid leave for new parents and IU sponsored volunteer events
- Employee assistance program (EAP)
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