Administrative Assistant of Engineering

Employer
University of Indianapolis
Location
Indiana, United States
Salary
Salary Not Specified
Posted date
Aug 20, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Faculty Affairs, Business & Administrative Affairs, Business & Administrative Support, Deans
Employment Level
Administrative
Employment Type
Full Time
COMPANY DESCRIPTION

Thank you for your interest in the University of Indianapolis! The University is a private, liberal arts university located on 65 acres, just minutes from downtown Indianapolis. With more than 700 faculty and staff, it is a place where you can become part of a close-knit campus community that emphasizes the importance of community partnerships in the future growth of the University.

UIndy’s mission is to prepare its graduates for effective, responsible, and articulate membership in the complex societies in which they live and serve, and for excellence and leadership in their personal and professional lives. The motto of "Education for Service" provides the foundation for our work to better our communities, both near and far.

As University employees, we know the work we do is important to our students and our communities. To accomplish our mission, we welcome talented, civic-minded and diverse individuals from all career levels to help maintain our high standards of excellence and quality. If you want to join our dynamic environment and experience hard work, creativity, and teamwork, we welcome your application!

The University of Indianapolis is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, sex, age, color, religion, national origin, disability, citizenship status, military status, marital status, sexual orientation, gender identity, or gender expression. The University of Indianapolis does not discriminate on the basis of sex in its educational programs and activities, including employment and admission as required by Title IX.

JOB DESCRIPTION

The R. B. Annis School of Engineering seeks applicants for an Administrative Assistant. This role provides administrative support to the faculty, staff, and students in the School. The administrative assistant reports to the Associate Dean and Director of the R.B. Annis School of Engineering. The individual, with little supervision, must anticipate daily needs while managing the day-to-day workflow of the School. In addition, the Administrative Assistant prioritizes various projects, which include scheduling, contact management, preparing materials for meetings, and participating in a wide range of special projects. This is a full-time, non-exempt, 12-month position.

RESPONSIBILITIES

  • Serve as the first contact for students, faculty, staff, and visitors of the R.B. Annis School of Engineering.
  • Handle phone, email, and postal mail inquiries and respond appropriately.
  • Maintain the Associate Dean's schedule, including day-to-day and long-term management of meetings, projects, and priorities.
  • Ensure that the Associate Dean is prepared for upcoming appointments by gathering materials necessary for each meeting.
  • Schedule meetings for the School, prioritizing meetings and communicating all relevant details to participants as necessary.
  • Draft and edit correspondence, reports, and presentations as well as transcribe meeting notes.
  • Balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
  • Work with faculty and staff to collect and assemble information for presentation, projects and strategic planning.
  • Facilitate, build, and monitor relationships including tracking contacts in the Schools database and managing follow-ups.
  • Coordinate and manage special projects, including working collaboratively with faculty and staff to assure projects meet deadlines.
  • Provide budget management support through purchasing, record keeping, and reconciliation.
  • Assist faculty, staff, and students in making travel arrangements.
  • Acclimate new faculty hires, including email setup, completion of new hire technology form, and acquiring initial office needs.
  • Support the operation and overall mission of the School.
  • Monitor office supplies and reorder them as necessary.


QUALIFICATIONS

  • Two or more years of experience in administrative work or a clerical position required.
  • High school diploma or GED is required.
  • Understanding of office management systems and procedures with the ability to work projects through to completion required.
  • Strong knowledge of MS Office (Excel, Word, PowerPoint) and Adobe Acrobat required.
  • Excellent written and verbal communication skills required.
  • Exemplary planning and time management skills to complete a high volume of varied responsibilities with excellent attention to detail required.
  • Exemplary customer service skills required.
  • Ability to proficiently demonstrate discretion, diplomacy, and confidentiality when appropriate required.
  • Strategic problem-solving ability with a positive can-do attitude required.
  • Ability to work independently and as a team required.
  • Ability to plan, organize and implement projects and events required.
  • Experience working with multiple budgets and writing grants is beneficial.


BENEFITS

  • Medical Insurance
  • Dental Insurance
  • Vision Insurance
  • Tuition Discount
  • Free Parking


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