Administrative Generalist Coordinator (Administrative and Project Coordinator)

at Indiana University
Location Bloomington, IN
Date Posted July 10, 2021
Category Default
Job Type Full-time

Description

Department

OFC OF VP RESEARCH (UA-VPRO-IUBLA)

Department Information

The Vice President for Research Office at Indiana University is responsible for research development, research compliance, and research administration. Working with university-wide offices, campus leaders, and deans, the Vice President for Research Office works to increase and diversify research and creative activities at IU, attract external funding for these activities, and develop public-private partnerships, technology transfer, graduate education, and intercampus research opportunities.

Job Summary

  • 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 allocates tasks and assignments to lower-level appointed staff and monitors their performance.
  • May be part of a team to selects, and train other staff.
  • May work on office projects engaging others to collaborate and accountable to see through to completion.
  • May perform other duties related to maintaining an internal website and/or working with social media.

Specific department responsibilities:

  • Provides complex and comprehensive administrative support to the operations manager, Responding to the Addictions Crisis Grand Challenge, and manager of special projects.
  • Participates in the planning, coordination, and administration of the Responding to the Addictions Crisis Grand Challenge as well as projects instrumental to ongoing research efforts at and beyond the scope of the University.
  • Prepares confidential documents; schedule appointments, manages calendar, prepares background materials and agendas; oversees travel arrangements and screen calls and correspondence.
  • Develops and maintain records, files, documents, and communications.
  • Assists with, participates in, and performs special projects on a regular and continuing basis; plans, coordinates, and oversees meetings, special programs, events, and other departmental activities.
  • Facilitates resolution of day-to-day issues that arise and communicates issues to the operations manager.
  • Researches and responds to internal and external inquiries, exchanges information, and resolves problems.

Qualifications

EDUCATION

Required

  • High school diploma or GED.

Preferred

  • Bachelor's degree.

WORK EXPERIENCE

Required

  • 4 years of relevant experience.

Preferred

  • Experience at IU with a strong knowledge of IU policies and organizational structure.

SKILLS

  • Proficient communication skills.
  • Effective interpersonal skills.
  • Excellent organizational skills.
  • Demonstrated ability to maintain confidential information.
  • Demonstrates excellent judgment and decision making skills.
  • Maintains a high degree of professionalism.
  • Ability to simultaneously handle multiple priorities.
  • Demonstrated time management and priority setting skills.
  • Ability to lead/manage others.

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. A stable internet connection will be needed to collaborate on documents and participate in Zoom meetings. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Bloomington, Indiana

May be required to temporarily work from home in accordance with IU's policy on responding to COVID-19.

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Generalist

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Posting Disclaimer

Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.

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.

Beginning with the fall 2021 semester, all Indiana University students, faculty, and staff will be required to be fully vaccinated for COVID-19 as a condition of enrollment / employment. To learn more about this requirement, view our COVID-19 vaccine information page.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.

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