Administrative Assistant HLS Dean and Executive Associate Dean

Department

HAMILTON LUGAR SCHOOL (BL-SGIS-IUBLA)

The Hamilton Lugar School of Global and International Studies (HLS) is a leader in the study of international affairs and thelanguages, cultures and perspectives shaping our world. HLS takes amultidisciplinary approach to global education, offeringinstruction in over 80 languages, the most in the country, and helping students develop cultural fluency and expertise in nearlyevery region, including Africa, Russia, Latin America, Europe,Asia, and the Middle East.

Department-Specific Responsibilities

• Provides administrative support for Dean and Executive Associate Dean by managing schedules, preparing meeting materials,and coordinating travel arrangements.
• Assists with monitoring program progress, following up with stakeholders on the completion or delay of program phases,scheduling meetings and maintaining program documents and reports.
• Assists with oversight of program activities, identifies anyissues, and ensures issues are resolved promptly.
• Assists with monitoring program progress, following up with stakeholders on the completion or delay of program phases,scheduling meetings and maintaining program documents and reports.
• Assists with oversight of program activities, identifies anyissues, and ensures issues are resolved promptly.
• Manages the calendars for the HLS Dean and Executive Associate Dean.
• Coordinates annual calendar of recurring meetings lead by theHLS Deans.
• Prepares meeting materials for the Deans, such as collectingbios and briefing materials on key stakeholders and topics.
• Makes travel arrangements for the HLS Dean and Executive Associate Dean.
• Processes travel reimbursements for the HLS Dean and Executive Associate Dean.
• Manages reception for the HLS Deans Office, including the supervision of 5-6 part time reception desk student workers.
• Monitors and maintains inventory of office supplies and equipment for the HLS Deans Suite.
• Provides support for HLS Dean and Executive Associate Dean on research projects and writing related to HLS programs.

General Responsibilities

• Provides administrative support to executives, exercisingconfidentiality, tact and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
• Receives, screens, and directs incoming calls, visitors, mail,and email 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 whichthe support is being provided.
• May perform other duties related to maintaining an internalwebsite and/or working with social media.

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.

Required

• High school diploma or equivalent (such as HSED or GED)

Required

• 4 years of relevant experience.

Required

• Excellent organizational skills
• Demonstrated ability to maintain confidential information
• Strong verbal communication and listening skills
• Excellent collaboration and team building skills
• Demonstrates excellent judgment and decision making skills
• Effective conflict management skills

Preferred

• Maintains a high degree of professionalism
• Demonstrates time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Highly thorough and dependable
• Demonstrates a high level of accuracy, even under pressure
• Good interpersonal skills for developing and maintaining effective working relationships with faculty, co-workers, and external constituencies
• Strong organizational and administrative skills with the ability to work both independently and collaboratively and to organize and manage time effectively
• Initiative, creativity, and talent for problem-solving
• Excellent written communications skills with solid attention todetail in editorial and proofreading work
• Ability to manage multiple projects with differentdeadlines

This role requires the ability to effectively communicate and tooperate a computer and other standard office productivity equipment. The position involves sedentary work as well as periodsof time moving around an office environment and the campus. Theperson in this role must be able to perform the essential functions with or without an accommodation.

Hamilton Lugar School of Global and International Studies Building

Bloomington, Indiana

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

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care…