Executive Assistant to Dean; Administrative Assistant), College of Health and Human Services

Department COLLEGE OF HEALTH & HUMAN SERV (NW-CHHS-IUNWA)
Job Summary The College of Health and Human Services (CHHS) at Indiana University (IU) Northwest is seeking an Executive Assistant to the Dean to provide dedicated administrative support to the Office of the Dean. This position supports the day-to-day operations of the Dean's Office and serves as an administrative resource for faculty, staff, students, university partners, and external constituents. This position reports directly to the Dean of the College of Health and Human Services and handles a variety of administrative matters requiring organization, professionalism, discretion, and confidentiality.

• Provides direct administrative support to the Dean of the College of Health and Human Services and supports the day-to-day operations of the Dean's Office.
• Manages the Dean's calendar, schedules meetings and appointments, coordinates travel arrangements, and prepares related documentation and expense reports.
• Prepares and coordinates correspondence, reports, presentations, agendas, meeting materials, and other documents on behalf of the Dean's Office.
• Serves as a central administrative resource for the Dean's Office, responding to and coordinating requests from faculty, staff, students, university offices, and external constituents.
• Handles sensitive and confidential information with appropriate discretion and judgment.
• Coordinates administrative follow-up on requests and priorities identified by the Dean and works with CHHS faculty and staff to support timely completion.
• Provides administrative and logistical support for college meetings, committees, special programs, and events, including preparation of materials and meeting documentation.
• Assists with maintaining records and documentation associated with college operations, accreditation activities, and other institutional requirements.
• Provides administrative support for purchasing, accounts payable, travel, and other financial processes in accordance with university procedures.
• Assists with college communications and maintenance of internal information and resources as assigned.
• Performs other administrative duties necessary to support the effective operation of the Dean's Office and College.

• 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.

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.)

Preferred:
Bachelor's degree.

Required:

2 years of relevant experience.

Preferred: 3 years of relevant administrative support experience. Experience providing administrative support to senior leadership in higher education or another complex organization.

• Excellent organizational skills.
• Demonstrates 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.
• Strong written communication and interpersonal skills.
• Demonstrates attention to detail and ability to manage competing deadlines.
• Ability to interact professionally and diplomatically with senior leadership, faculty, staff, students, and external constituents.
• Proficiency with Microsoft Office applications and electronic calendaring tools.
• Ability to work independently, exercise sound judgment, and appropriately handle sensitive or confidential matters.
• Ability to coordinate meetings, travel, events, and administrative projects involving multiple stakeholders.

This role requires the ability to…