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CHHS Assistant to the Dean (Administrative Assistant) Job Opening In Gary – Now Hiring Indiana University Bloomington

CHHS Assistant to the Dean (Administrative Assistant)

    United States Jobs Expertini Expertini › United States › Jobs › Gary › Secretaries And Administrative Assistants › Chhs Assistant To The Dean (Administrative Assistant)

Job description

Job Summary

As a key member of the Office of the Dean of the College of Health and Human Services (CHHS), the Assistant to the Dean provides proactive, responsive, and effective executive-level support to the Dean of CHHS.

The Assistant to the Dean ensures a professional face for the Office of the Dean's operations, efficiency, effectiveness, and success, while exercising discretion and judgement in performing a wide variety of duties.

The position will report directly to the Dean of CHHS.

Department-Specific Responsibilities

  • Provides strategic and tactical executive-level support, proactively undertaking initiatives to enhance quality and effective operations.

  • Serves as a central resource for coordinating administrative requests for the Dean's office and provide a resource to the college.
  • Provides discrete and confidential executive-level support to the Dean that includes, as appropriate, disseminating information and serving as a liaison to all levels of university administrators, staff of the college, CHHS students, families, alumni, faculty members, and external parties.

  • Works closely with the CHHS Program Directors to track and ensure that the Dean's priorities are met.

    Interface with CHHS staff regarding requests from the Dean and their follow-up.
  • Ensures a professional face for the Dean's Office operations.
  • Responsible for managing the necessary administrative and operational support for the Dean, including, but not limited to, maintaining a demanding and frequently changing calendar; preparing expense reports; making extensive travel arrangements, both domestic and international trips, and screening all incoming inquiries to the Dean using proper judgment based on established policy and procedures.

  • Works closely with senior administrative staff to prepare briefs, agendas, and correspondence for and on behalf of the Dean.

    Drafts special reports, conducts any related research, and supervises the preparation of minutes of designated meetings.

    Prepares documents for various University and accrediting agency oversight boards and offices.

  • Works closely with other administrative staff to provide administrative and logistical support for advisory boards/committees established by the Dean.
  • Collaborates with staff and faculty of the college and/or University, to manage and implement the planning and coordination of relevant special programs and events.
  • Supports the budgetary and financial functions of the college, including maintaining budgets and expenditures for component divisions, preparing monthly reports, and monitoring status.
  • Responsible for the preparation of instructional efforts.
  • Supports the administration of the college's purchasing and accounts payable function, assuring purchases are consistent with budgetary policy and controls.
  • Manages the obtaining and monitoring of affiliation agreements for clinical placements across the college.
  • Assures that college communication is effective.
  • Acts as an informal resource for colleagues with less experience.
  • Engages with others for complex inquiries.
  • Maintains the internal website and social media platforms.
  • Performs other related duties as assigned.

    • 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 equivalent (such as HSED or GED)

    • Preferred

  • Bachelor's degree

    • WORK EXPERIENCE

    Required

  • 2 years of relevant experience

    • Preferred

  • 3 years of relevant experience
  • Experience in an institution of higher education or a complex organization supporting a senior-level executive in a fast-paced environment

    • SKILLS

    Required

  • Excellent organizational skills
  • Demonstrated 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

    • Preferred

  • Strong interpersonal skills and the ability to handle confidential information with excellent judgement and discretion
  • Proven ability to develop and maintain a professional, collaborative, and positive-spirited environment in the Office of the Dean
  • Excellent organizational abilities with attention to detail are necessary
  • Demonstrated ability to set priorities, manage deadlines, work with diplomacy, poise , and efficiency in a highly pressured environment
  • Extensive experience with calendaring software and the Microsoft Office suite

    • 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.


    Work Location

    IU Northwest Campus

    Gary, Indiana


    Advertised Salary

    $40,000 - $44,700 annually


    Benefits Overview

    For full-time staff employees, Indiana University offers a wide array of benefits including:

  • Comprehensive medical and dental insurance
  • Health savings account with generous IU contributions
  • Healthcare and dependent care flexible spending accounts
  • Basic group life insurance paid by IU
  • Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
  • Base retirement plan with generous IU contributions, subject to vesting
  • Voluntary supplemental retirement plan options
  • Tuition subsidy for employees and family members taking IU courses
  • 10 paid holidays plus a paid winter break each year
  • Generous paid time off plans
  • Paid leave for new parents and IU-sponsored volunteer events
  • Employee assistance program (EAP)

    • Learn more about our benefits by reviewing the IU Benefit Programs 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

    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.


    Equal Employment Opportunity

    Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring.See Indiana University Notice of Non-Discrimination here which includes contact information.

    Required Skill Profession

    Secretaries And Administrative Assistants


    • Job Details

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