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Office Manager (Administrative Asst)

Indiana University

Job Description

The Kelley School of Business at Indiana University is a comprehensive provider of top-tier business education with a full portfolio of undergraduate, graduate, doctoral, and executive programs on campuses in Bloomington and Indianapolis, and online worldwide. The Kelley School has been creating career momentum for 100 years, going from 70 students in 1920 to an enrollment of more than 12,000 students today. Our innovative curriculum is built on personal development, teamwork, and experiential learning with an emphasis on global and social responsibility. Our success is reflected in our reputation among academic peers, our career placement statistics, and the accomplishments of more than 123,000 living alumni around the globe.

Job Summary


 

Department Specific Responsibilities

  • Provides administrative and clerical support to Graduate Accounting Programs and Finance Graduate Programs staff, including program chairs.
  • Assists on a variety of tasks and initiatives essential to the daily support and operations of these teams; manages drop-in and phone traffic and answers questions from students, staff, faculty, and external constituents, and makes appropriate referrals; uses IU’s Student Information Systems (SIS), Salesforce, and MS Outlook in daily tasks to schedule student appointments.
  • Coordinates and supports logistics of program events ran by the recruitment, admissions, and student engagement teams, including, but not limited to, prospective student information sessions, new student orientation, graduation, and alumni receptions.
  • Handles catering orders and room reservations for student and alumni events, including with on-site execution of event set-up for local events, liaising with Dean’s Office event planner, and related event activities.
  • Collects and securely stores materials submitted by students for events and activities; handles secure and sensitive information and documents such as passports and transcripts.
  • Serves as liaison to FAST (Financial Assistance Support Team), navigating some exceptional cases related to travel and program events.
  • Serves as liaison with other IU and Kelley departments and external entities; coordinates activities, exchanges information, may research and resolve complex issues.
  • Manages inventories and orders of promotional items.
  • Performs other duties as assigned including maintaining office equipment and supplies, arranging mailings, and executing special projects.

General Responsibilities

  • Provides administrative support to a department or group of professionals, exercising confidentiality, tact and diplomacy.
  • Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports.
  • Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
  • Schedules and confirms appointments, meetings, and travel arrangements; tracks expenses.
  • Participates in the development and implementation of administrative standards, policies and practices for the organization.
  • May perform other duties related to maintaining an internal website and/or working with social media.

Qualifications


 

EDUCATION

Required

  • High school diploma or GED

WORK EXPERIENCE

Required

  • 2 years of relevant experience

Combinations of related education and experience may be considered

SKILLS

Required

  • Excellent organizational skills
  • Demonstrates ability to maintain confidential information
  • Strong verbal communication and listening skills
  • Demonstrates excellent judgment and decision making skills
  • Ability to simultaneously handle multiple priorities
  • Maintains composure under pressure

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.

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: Intermediate

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer


 

Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.

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.

New employees will be provided with information regarding Indiana University's COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page.

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

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