Executive Assistant and Coordinator of Operations, Stephen F. Fry Professional Edge Center, & UIndy

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 Stephen F. Fry Professional Edge Center, & UIndy Alumni Association are seeking applications for an Executive Assistant and Coordinator of Operations.

The Executive Assistant and Coordinator of Operations is responsible for maintaining efficient workflow, ensuring that all daily and weekly tasks are being completed. This includes, but is not limited to, managing office email accounts and phone lines, performing data entry, reconciling budgets, submitting expense and credit card requests, and helping to coordinate events and meetings.

The Executive Assistant and Coordinator of Operations will be the primary office user for the Handshake and Raiser Edge databases. The ability to prioritize, possess strong time management, and strong customer service skills are a must, as well as positively representing UIndy with clients and at events. This position also requires strong organizational skills in order to lead a staff of four to ten student staff members. Finally, the Executive Assistant and Coordinator of Operations will ensure that customers who interact with the Stephen F. Fry Professional Edge Center and the UIndy Alumni Association offices feel welcomed, are treated fairly, and have an overall pleasant experience.

RESPONSIBILITIES

• Provide exceptional customer service at all levels
• Ensure the work environment is safe and secure
• Manage part-time student ambassador staff of 4-10
• Ability to delegate work to staff and prepare a timeline toward completion
• Troubleshoot problems, and quickly resolve issues
• Day-to-day training and supervision of a team of four to ten student office ambassadors
• Complete training and become a Subject Matter Expert for Handshake system and serve as the lead Handshake expert on employers and jobs, communicating with and training on-campus supervisors and external employers on how to advertise job opportunities
• Main liaison with external employers for on-campus tabling and virtual event promotion
• Advise the staff on event set-up, event management, and customer service issues
• Ensure appropriate coverage of the reception/lobby area of the office through student staff scheduling and professional staff back-up
• Consult with Pro Edge and Alumni team regarding event scheduling and event planning needs; ensure that appropriate review and record-keeping occur after each event
• Serve as liaison with UIndy Dining Services (UDS)
• Maintain customer and resource data within Astra Schedule
• Organize training sessions each semester and train many faculty, staff, and student workers who utilize Handshake for hiring
• Positively represent the university and department at various meetings and events
• Maintain inventory of venue room keys, easels, and other physical resources
• Process monthly credit card reports for VP, Directors, and Assistant Directors
• Operate phone lines, email accounts and order office supplies

QUALIFICATIONS

• Minimum of two years experience working in an office environment, or serving as an Executive Assistant preferred.
• A high school diploma or equivalency required; some college preferred.
• Event related experience is preferred
• Ability to lift up to 25 pounds

BENEFITS

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