Administrative Generalist Coordinator

Department

THE O'NEILL SCHOOL - BL SPEA (BL-SPEA-IUBLA)

The O'Neill School of Publicand Environmental Affairs works to build a better world by stewarding the development of welcoming societies, democratic governance, and a healthy, sustainable environment. With partners across the public, private, and nonprofit sectors, we pursue education, scholarship, and civic engagement at the crossroads of policy, science, and management. We give our students the knowledge and skills to have a significant impact around the globe.

• Excellence
  - Aiming to be the best in all that we do and developing the professional and personal capabilities necessary to improve the world through our work.
• Meaning and impact
  - Pursuing careers and service that add purpose and meaning to our lives, encouraging others to do so, and improving quality of life for individuals and societies.
• Ongoing learning
  - Continuously developing the skills, knowledge, experience, and sound judgment necessary for wise and informed decision-making.
• Well-being
  - Emphasizing the well-being and safety of individuals and the health of our natural environment as essential for thriving communities and well-functioning, just societies.

Department Specific Responsibilities

• Coordinates and provides guidance to a team of administrativeprofessionals, ensuring consistent, high-quality support for faculty, academic units, and departmental operations.
• Delivers advanced administrative support for faculty, academic programs, centers, and departmental initiatives, including coordination of communications, meetings, reports, and operational activities.
• Manages purchasing, payment processing, and expense trackingwhile ensuring compliance with university policies and supportingefficient office operations.
• Supports student programs and academic initiatives by coordinating admissions, onboarding, orientations, communications,records management, and key program processes.
• Plans and coordinates meetings, conferences, workshops, guest visits, and special events while supporting project implementation,logistics, timelines, and budget tracking.
• Serves as a primary resource for faculty, staff, students, and external partners, providing exceptional service, interpreting policies, and identifying opportunities to improve administrative processes and operational effectiveness.

• Evaluates office production, revises procedures, or devises newforms to improve efficiency of workflow.
• Organizes office operations and procedures, such as creating
  
  Word or Excel files, bookkeeping, and preparation of payrolls, flowof correspondence, filing, requisition of supplies, and other office services.
• Oversees opening, sorting, and routing of incoming mail,answers correspondence and prepares outgoing mail.
• Purchases and maintains office supplies and equipment, as wellas budget expense control.
• May be part of a team to select and train other staff and allocate tasks and assignments to lower-level appointed staff and monitor their performance.
• May assist with administrative needs related to the daily operations, planning, and implementation of various or multiplestudent services or department initiatives.
• May work on office projects engaging others to collaborate and accountable to see through completion.
• May perform other duties related to maintaining an internal website 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.

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

• 4 years of relevant experience.

• Proficient written and verbal communication skills.
• Effective interpersonal skills.
• Excellent organizational skills.
• Demonstrates ability to maintain confidential information.
• Demonstrates excellent judgment and decision making skills.
• Maintains a high degree of professionalism.
• Ability to simultaneously handle multiple priorities.
• Demonstrates time management and priority setting skills.
• Ability to lead/manage others.

• Advanced knowledge/technical aptitude with Microsoft Office applications and ability to learn developing technology and software.
• Ability to synthesize data, policies, reports, or other information and communicate to various audiences for decision-making.
• Ability to take initiative/anticipate next steps needed…