Administrative Assistant III

at  Indiana State University

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

Under limited supervision, provides complex administrative support activities to University personnel; has primary responsibility for a wide variety of complex and difficult processes.

REQUIRED RELEVANT EDUCATION & EXPERIENCE

Education: High School diploma or GED; Experience: 5-6 Years
OR
Education: Associate’s or Bachelor’s degree at time of hire with 2-3 years of experience. Will consider student assistants or graduate assistants who have worked in a business or college/university office.

PREFERRED RELEVANT EDUCATION AND EXPERIENCE

Prefer prior administrative assistance experience.
Required relevant education & experience – Current listing is okay:
Education: High School diploma or GED; Experience: 5-6 Years
OR
Education: Associate’s or Bachelor’s degree at time of hire with 2-3 years of experience.
Will consider student assistants or graduate assistants who have worked in a business or college/university office.

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, Experience with Higher Education ERP systems like Banner, Experience with report writing software like Argos, Cognos or Access, Proficiency with Microsoft Office and other computer applications, Proven verbal and written communication skills, Willing to interact with students, Work effectively with a diverse community

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.

SPECIFIC RESPONSIBILITIES

• Analyze courses taken by student-athletes to ascertain eligibility to compete in their respective sports. Complete Progress Toward Degree (PTDs) documentation verifying eligibility.
• Working knowledge of Banner, Argos, Excel, Slate, Blue Reports.
• Run reports for Dean, Associate Dean, and CHHS Academic Advisors. Analyze reports related to student success and retention for accuracy and notify the AD of issues.
• Manage CRMs – Slate1, Slate2; process curriculum petitions; assign academic advisors; manage the inbox. Send communications to students via Slate2 (academic dismissals, academic probation; graduation; Dean’s list; general announcements).
• In-depth knowledge of CHHS programs and requirements so to evaluate and process change of major/minor/certificate/catalog year.
• Manage advisor assignments; assign academic advisors.
• Maintain CHHS conference room calendar; book-a-room application.
• Assist with Recruiting/Scholarship/Career Fair events – preparing materials; assist as a group leader on the day of events.
• Student Success – pre-check for graduation eligibility; distributes Latin Honor stoles; ensuring students have appropriate academic advisor; enter course overrides in Banner.
• Responsible for reporting building issues, key requests, custodial issues, parking passes, lost-and-found.
• Manage Graduate Assistant paperwork for the College.
• Office Management – greets visitors to the Dean’s suite; sorts mail; answers and direct calls to the appropriate people
• Uses discretion and independent judgment in making decisions that affect students or employees
• Administrative support – recorder of meeting minutes and posting minutes; assists with employment processes in the Applicant Tracking System.
• Perform other duties as assigned

ESSENTIAL DUTIES AND RESPONSIBILITIES

Works independently to organize processes involving multiple individuals or units, providing departmental services requiring the use of discretion and independent judgment in making decisions that affect employees or students.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Oversees reception services, schedules appointments, meetings, and travel; maintains the supervisor’s calendar.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Prepares and proofreads correspondence, reports, and other documents.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Organizes and maintains paper and electronic filing systems.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Audits and processes time records for full-time, part-time, and/or student employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Communicates information from the supervisor to others.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Obtains equipment, services, and supplies needed by the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Bills internally or externally for goods or services provided by the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Manages multiple departmental accounts with active purchasing activity.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Organizes, coordinates, plans, and conducts departmental events.