Executive Assistant to the Deans (Administrative Asst)
Indiana University

Department

MEDIA SCHOOL (BL-MSCH-IUBLA)

Department Information

The Media School at Indiana University is built on a decades-long tradition of journalism, film, media, and communication at one of the nation's premier public universities. Our programs focus on teaching, researching, and creating media from academic, creative, and professional perspectives. The Media School is committed to building and supporting a diverse, inclusive, and equitable community of students, scholars, practitioners, and staff.

This position reports to the Dean and Associate Dean of Academic Affairs.

Job Summary

Department Specific Responsibilities

• Provides broad and high-level administrative support to The Media School's Dean and Associate Dean of Academic Affairs, ensuring efficient operations and promoting a tone of professionalism.
• Facilitates communication between deans and faculty, individually and as a group, regarding projects, committee work, faculty meetings, and events.
• Provides meeting support by building agendas and slide decks, taking minutes or keeping informal notes.
• Provides administrative support for faculty searches, including coordinating with Vice Provost for Faculty and Academic Affairs (VPAA) to follow all campus approval processes for recruitment and hiring.
• Coordinates hospitality and professional travel for deans and coordinates logistics related to some Media School visitors.
• Assists with the annual tenure and promotion process, from committee formation to the coordination of application materials.
• Drafts or edits correspondence and reports as needed.
• Responds to and addresses changing business needs.

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.

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)

Preferred

• Bachelor's degree

WORK EXPERIENCE

Required

• 4 years of relevant experience

Preferred

• 6 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

• Demonstrates attention to detail and accuracy
• Demonstrates ability to use tact and diplomacy in sensitive situations
• Acts with the highest level of professionalism
• Creates a welcoming environment for visitors
• Demonstrates success in managing multiple simultaneous projects and prioritizing effectively
• Strong written communication skills
• Familiar with IU systems including PeopleAdmin, eDossier, Qualtrics, and ChromeRiver

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

This position will be based in Franklin Hall on the Indiana University Bloomington campus.

This position is eligible to work a hybrid schedule (mix between 2 remote days and 3 in-person workdays), subject to change in the future based on university policy and business needs.

Advertised Salary

$52,000-$56,000 annually

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

This job has expired.