Administrative Assistant

History (BL-HIST-IUBLA)

The Indiana University Department of History teaches almost 5,000 undergraduates annually in courses about subjects ranging from Ancient Greece to contemporary China. In small seminars and lectures, our students learn directly from a distinguished faculty of 50 professors. In internships, career workshops, and independent research projects, IU History undergraduates prepare for careers in business, law, education, public service, and the arts, among other fields.

IU History offers a thriving graduate program. Each year, hundreds of talented students from across the globe compete for a spot in our doctoral and master’s degree programs, which rank consistently among the nation’s Top 10 public universities, and Top 25 overall. Their fellow graduate alumni include distinguished scholars teaching in colleges and universities around the world, as well as corporate executives, library and museum leaders, and distinguished public servants ranging from ambassadors to retired cabinet officials.

Established in 1895, the IU Department of History’s faculty today includes winners of Guggenheim, NEH, ACLS, and Fulbright awards, as well as numerous book prizes and teaching honors. The department houses one of the world’s most widely read and prestigious history journals, the Journal of American History, as well as other noted journals and research centers. Together with their colleagues across IU’s College of Arts and Sciences, History’s faculty members contribute to IU’s international reputation as a destination for students seeking a world‑class liberal‑arts education that prepares them to deal with the global challenges of the twentieth‑first century.

For more information on IU History, follow us on Facebook, or get in touch. We are eager to tell you more.

• Serves as assistant to the Chair in facilitating and supporting a wide variety of faculty and department business in compliance with department, College, and University policies.
• Provides support and coordination for faculty recruitment processes.
• Assists with completion of tenure and promotion dossiers.
• Liaises with purchasing department to set up vendors and professional service agreements.
• Arranges visa and permanent residency applications through OIS.
• Compiles and makes accessible dossiers for faculty enhanced reviews and Distinguished Professor nominations.
• Assists Chair with donor relations, prepares and distributes electronic and paper mailings.
• Acts as Events Coordinator, arranging all large departmental events.
• Assists with office coverage as assigned.
• Acts as scheduling officer as assigned; transmits course schedule to Registrar and effectuates course and classroom changes as needed; liaises with Registrar, faculty, students, and staff; handles waitlist requests.
• Records minutes at faculty and executive committee meetings as assigned.

• Provides administrative support to executives, exercising confidentiality, 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 which the support is being provided.
• 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.

• Required:
  • Excellent organizational skills
  • Demonstrates…