Administrative Assistant, Chancellor's Office

at  Indiana University

JOB SUMMARY

The Administrative and Communications Assistant plays a critical role in providing administrative support and facilitating communications within the IU Indianapolis Chancellor’s Office.

Department-Specific Responsibilities

• Manages all aspects of office operations including incoming and outgoing mail and shipments, office supplies, and food and beverage for meetings as required; Ensures cleanliness of the chancellor’s office and conference room, secures meeting spaces, and coordinates with IT support as necessary; Performs additional tasks as directed.
• Oversees all receptionist duties encompassing telephone calls (assessing and assisting caller’s needs, directing calls as necessary); Welcomes guests (providing hospitality to ensure guests feel valued and at ease); Addresses complaints (tracking and monitoring to ensure timely and satisfactory resolution); Manages Outlook calendar for the senior executive advisor (and director of communications as needed) by scheduling meetings; Reserves meeting spaces and manages all IT requirements.
• Coordinates office procurement and processes reimbursements and payments.
• Collects and reviews briefing materials related to the chancellor’s events and finalizes briefing documents and other background material needed to prepare chancellor for events.
• Assists with correspondence and stewardship messaging, including letters, award nominations, mass mailings, and other material as needed.
• Drafts content, prepares for signature and distribution, tracks send and receipt. Finalizes all documentation for digital files.
• Oversees databases and mailing lists, ensuring consistent accuracy and availability, providing infrastructure for distribution of materials via direct mail and email.
• Aids in planning, strategic development and execution of Chancellor’s Office events, overseeing scheduling, logistics, invitation strategy, catering, volunteer needs, and follow up, among other activities and in coordination with other campus event planners as needed.

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.

Department-Specific Responsibilities

• Manages all aspects of office operations including incoming and outgoing mail and shipments, office supplies, and food and beverage for meetings as required; Ensures cleanliness of the chancellor’s office and conference room, secures meeting spaces, and coordinates with IT support as necessary; Performs additional tasks as directed.
• Oversees all receptionist duties encompassing telephone calls (assessing and assisting caller’s needs, directing calls as necessary); Welcomes guests (providing hospitality to ensure guests feel valued and at ease); Addresses complaints (tracking and monitoring to ensure timely and satisfactory resolution); Manages Outlook calendar for the senior executive advisor (and director of communications as needed) by scheduling meetings; Reserves meeting spaces and manages all IT requirements.
• Coordinates office procurement and processes reimbursements and payments.
• Collects and reviews briefing materials related to the chancellor’s events and finalizes briefing documents and other background material needed to prepare chancellor for events.
• Assists with correspondence and stewardship messaging, including letters, award nominations, mass mailings, and other material as needed.
• Drafts content, prepares for signature and distribution, tracks send and receipt. Finalizes all documentation for digital files.
• Oversees databases and mailing lists, ensuring consistent accuracy and availability, providing infrastructure for distribution of materials via direct mail and email.
• Aids in planning, strategic development and execution of Chancellor’s Office events, overseeing scheduling, logistics, invitation strategy, catering, volunteer needs, and follow up, among other activities and in coordination with other campus event planners as needed

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