Administrative Assistant to the Dean, School of Business and Economics

at  Indiana University

JOB SUMMARY

Department-Specific Responsibilities

• Provides administrative support for the Dean of the School of Business and Economics.
• Serves as an informational resources to a variety of university stakeholders, including faculty, student and members of the community.
• Maintains personnel files for full-time, part-time faculty and staff; Processes new hire paperwork for part time workers.
• Serves as first contact for individuals interested in meeting with the Dean.
• Books and prepares travel requests for faculty and staff.
• Prepares minutes and materials for School committee chairs and program directors, if needed.
• Develops and maintains a system to track and access internal and external documents.
• Posts expenses and income; pays bills; transfers funds.
• Monitors accounts for accuracy and alignment with budget projections.
• Maintains School we-based accounts across multiple platforms.
• Assists in the distribution of promotional materials to all constituents.
• Assists in coordinating and arranging special events. Available to work before or after normal business hours or on weekends on occasion when needed, including at off-campus functions.

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 e-mail 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

• Provides administrative support for the Dean of the School of Business and Economics.
• Serves as an informational resources to a variety of university stakeholders, including faculty, student and members of the community.
• Maintains personnel files for full-time, part-time faculty and staff; Processes new hire paperwork for part time workers.
• Serves as first contact for individuals interested in meeting with the Dean.
• Books and prepares travel requests for faculty and staff.
• Prepares minutes and materials for School committee chairs and program directors, if needed.
• Develops and maintains a system to track and access internal and external documents.
• Posts expenses and income; pays bills; transfers funds.
• Monitors accounts for accuracy and alignment with budget projections.
• Maintains School we-based accounts across multiple platforms.
• Assists in the distribution of promotional materials to all constituents.
• Assists in coordinating and arranging special events. Available to work before or after normal business hours or on weekends on occasion when needed, including at off-campus functions

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 e-mail 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