Description

The office of Academic Affairs is responsible for advancing the academic mission of Indiana University (IU) Northwest by creating an environment where faculty, staff, and students flourish. We accomplish this by advocating for faculty; facilitating student success by promoting excellence in teaching, learning and advising; supporting research with impact; and recognizing the importance of service and community engagement. The office leads and maintains a wide variety of operations on campus such as accreditation, faculty development, curriculum and academic partnerships, and student success, in a fast-paced team environment.

Job Summary

Department-Specific Responsibilities

• Provides administrative support for the Office of Academic Affairs, including grants and contracts administration.
• Utilizes technology to prepare and disseminate correspondence, create/prepare reports, prepare presentations, schedule meetings, prepare agenda, and record minutes, maintain departmental website and other web-based platforms, prepare purchase orders, process invoices, and reconcile accounts.
• Processes various workflows specific to IU: curriculum routing, purchasing, human resource, catering and event management, and maintaining electronic filing systems for current and past documents.
• Serves as the first line of contact for visitors.
• Serves as backup for other colleagues in their absence to ensure operational consistency.
• Assists with the preparation of grants and contracts documents and coordinates required internal approvals to ensure the timely submission of proposals to funding agencies.
• Assists with post-award management following established procedures to ensure grants and contracts comply with university and sponsor policies.
• Occasionally serves at events outside of regular working hours and assists with grant preparation and administration deadlines.
• Provides day-to-day support related to the administration of contracts and grants, following established processes and protocols to ensure contracts and grants are compliant with all university, sponsor, and federal policies.
• May provide guidance or lead other contracts and grants support staff.
• May perform other duties as assigned.

General Responsibilities

• 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 the executives' calendars, meetings, travel, correspondence, and budget.
• Acts as an 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 business efficiency to which the support is being provided.
• May perform other duties related to maintaining an internal website and/or working with social media.

Qualifications

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.

EDUCATION
Required

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

Preferred

• Bachelor's degree in a related field

WORK EXPERIENCE
Required

• 4 years of relevant experience

Preferred

• 1 year working with grants within a higher education setting

SKILLS
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

• Possesses a high degree of initiative and flexibility to work in a fast-paced environment
• Demonstrated ability to utilize technology effectively
• Demonstrates excellent decision-making skills and customer service skills
• Highly thorough and dependable
• Ability to build strong customer relationships

Working Conditions / Demands

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

Work Location

IU Northwest Campus
Gary Indiana

Advertised Salary

$45,000 - $47,000 annually

Benefits Overview

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

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure .

Job Classification

Career Level: Mastery
FLSA: Nonexempt
Job Function: General Administration
Job Family: Administrative Support
Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information .

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online . You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.