Administrative Generalist Coordinator

The Administrative Generalist Coordinator supports the Indiana University (IU) Indianapolis Provost Office and serves as point of contact for faculty who seek the services of the IU Indianapolis Faculty Council or officers.

• Provides access to requested documents or recordings.
• Archives official documents relating to policy statements for the Council and Office of the Provost.
• Anticipates needs for documentation and archival materials.
• Manages faculty elections and ballots in collaboration with relevant faculty bodies; ensures security.
• Advises faculty on formats of motions with the minutes, documents, or ballots for clarity.
• Creates Follow up independently on items raised at meetings as appropriate.
• Anticipates needs whenever possible.
• Advises the Executive and Nominating Committees on the timetable for the regular elections including, but not limited to:
  Indianapolis Faculty Council (IFC), University Faculty Council (UFC), campus Promotion and Tenure Committee, Board of Review Pool, IFC President, IFC Vice President, Executive Committee, and Nominating Committee.
• Proposes the academic year calendar of regular meetings for the IFC calendar to the Executive Committee.
• Works closely with the Nominating Committee to keep the election cycles on track by soliciting and organizing nominations and committee preferences from faculty and contacting potential candidates while abiding by the IFC Constitution and Bylaws.
• Provides oversight on the IU Indianapolis faculty policies and university policies for compliance with Council actions.
• Responds to incoming mail for the IFC President (including UFC matters) and makes decisions about appropriate referral and follow-up.
• Serves as contact person to assist those outside or within faculty governance who need assistance with contacts or information about accessing documents.
• Receives and answers general inquires for the Faculty Council and its officers.
• Maintains minutes, circulars, records of actions, and pending actions.
• Utilizes email, listserv, and web pages to facilitate sharing of information between officers and the faculty at large.

• Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow.
• Organizes office operations and procedures, such as creating Word or Excel files, bookkeeping, and preparation of payrolls, flow of 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 well as 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 multiple student 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 communication skills.
• Effective interpersonal skills.
• Excellent organizational skills.
• Demonstrates ability to maintain confidential information.
• Demonstra…