Description

HANDS in Autism is a state-wide training and resource center.
We build "local capacity" to help individuals with autism and their families find ways to address their concerns and thrive, in concert with any services they receive, in their communities. Our focus is person-centered. We pay close attention to the individual's strengths and their needs, as well as the needs of those serving them and their families.
HANDS is well recognized beyond the sphere of autism and related disabilities. Our behavioral and educational principles and practices are relevant and useful to a wide range of individuals.
We work closely with individuals and families and consult statewide with community schools, homes, treatment facilities, and other settings integrated with medical professionals. Our immersive role has enabled us to learn how to promote successful outcomes in service delivery across these settings.

Job Summary

The HANDS Administrative Assistant will report to HANDS leadership and serve among dynamic center-wide operational teams (i.e., media, research) supporting project teams centered on (1) outreach and facilitation, (2) training and education, and (3) programming and resource navigation. With a team infrastructure that focuses on a horizontal operational structure and collaboration, the Administrative Assistant will provide daily, onsite team support for those at the Center as well as those in the community or leading field-based work. With a data-driven, community-facing focus, the Administrative Navigator will ensure the Center is aligned with Institute, Campus, and University policies and procedures while looking to implement and optimize Center systems, tracking and reach.
Department Specific Responsibilities

• Provides effort proportionally across business, coordination, outreach, and communication implementation, systems improvement and optimization. Business As an auxiliary, HANDS has multiple operational flows given the diversity of revenue and expense tracking needed.
• Responsible for learning, staying updated on and implementing systems for revenue, expense and operational flow.
• Performs financial and administrative tasks related to processing financial or other administrative records.
• Maintains records of financial transactions, compiles data, and prepares reports.
• May oversee the processing of documents into the university's central information systems (Travel, KFS, HRMS, etc.).
• Investigates and resolves discrepancies that require more advanced knowledge and experience; following policies and procedures, recommends audits. Assists in designing, documenting, and implementing processes as part of ASUP.
• Assists in monitoring hourlies and other biweekly students and staff to inform payroll checks and approvals.
• Monitors financial accounts and ensures timely collection and/or payments.
• Responds to inquiries regarding financial and/or personnel policies and procedures. Serves as liaison to institute (ASUP team), campus and/or other university divisions.
• Prepares biweekly financial status updates (invoices, projections) and overall reporting across project teams operations with relationships internal and external to the University, clear and timely communications and support is essential to fluid, responsive operations.
• Provides general administrative support to the center, exercising tact and confidentiality. Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
• Serves as a point of contact for visitors and external collaborators.
• Schedules meetings and arrange hospitality.
• Arranges travel for HANDS team.
• Purchases materials and supplies and tracks Center expenses.
• Supports Center events.
• Serves as a communicator for the Center by communicating and/or triaging emails, calls and messages through HANDS group emails, phone lines and other communication avenues (e.g., walk-ins).
• Schedules and confirms appointments, meetings, and travel arrangements; tracks expenses.
• May perform other duties related to maintaining an internal website and/or working with social media. General Responsibilities HANDS team members perform other duties incidental and essential to their duties and in support of the full team as follows:
• Completes needed research trainings to understand the expectations and needs to best comply with research studies that guide the above noted training and educational efforts;
• Uses, informs and/or updates standard operating procedures that help with efficiency and fidelity of Center efforts;
• Updates calendars and logs that facilitate awareness of ongoing meetings, activities and coordination;
• Monitoring of and timely response to emails across individual and group emails as applicable to role;
• Monitors and updates timelines with project plans to ensure materials, purchasing, or other support are feasible in advance of programming, events, workshops and trainings as applicable.

General Responsibilities

• 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.

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

WORK EXPERIENCE
Required

• 2 years of relevant experience

Preferred

• 2 years of related experience in business, finance, accounting, public health, data science, or a related administrative field
• 3 years of experience working within nonprofit and/or business settings

SKILLS
Required

• 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

Preferred

• Strong written and verbal communication skills
• High degree of professionalism and commitment to quality
• Excellent time management, organizational, and priority-setting skills
• Flexibility to adapt in a fast-paced, dynamic environment
• Dependability and thorough attention to detail
• Initiative in identifying and implementing improvements to operations, communication, and tracking processes
• Ability to build and maintain strong customer and community relationships
• Experience in managing and documenting workflows, processes, and/or data entry
• Proficiency in computer systems and standard office software (e.g., Microsoft Office Suite)
• Ability to use standard office equipment (phone, fax, scanner, etc.)
• Basic accounting and financial skills, including account reconciliation
• Demonstrated ability to apply organizational policies and concepts to daily work functions
• Strong presentation skills with the ability to communicate complex information clearly to specific audiences
• Team-oriented with a collaborative mindset
• Ability to manage multiple tasks and deadlines while remaining organized and focused
• Professional demeanor and communication style with colleagues and community partners
• Calm, clear thinking under pressure and sound judgment in decision-making
• Supportive approach toward individuals, families, and providers, with a positive, strength-based perspective
• Commitment to confidentiality, ethical standards, and dignity in service delivery

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

Bloomington, Indiana

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: Intermediate
FLSA: Nonexempt
Job Function: General Administration
Job Family: Administrative Support
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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.
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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 .

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