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Administrative Generalist Coordinator

Company: Indiana University
Location: South Bend
Posted on: September 24, 2022

Job Description:

DepartmentEVC CAMPUS ACADEMIC AFFAIRS (SB-ACAD-IUSBA)Job SummaryDepartment-Specific Responsibilities

  • Oversees and coordinates faculty promotion, tenure and reappointment processes (including PTR calendar, faculty reappointment timelines, initial reappointment contracts and letters for new faculty hires, point-person for international hires).
  • Manages and processes HR documentation and processes for both part-time & full-time faculty (including but not limited to: edocs, I9, background checks, PAR, PTR documentation/tracking/letters, faculty leave paperwork, etc.).
  • Conducts annual training of academic administrative staff for completion of faculty hiring and academic edocs.
  • Completes monthly edoc audit review and corrections and provides reports.
  • Serves as final campus approvers for edocs, with super approver administrative rights.
  • Completes monthly AAR report to the Board of Trustees.
  • Communications for EVCAA and Associate Vice Chancellors - drafting and/or editing.
  • Oversees Academic Affairs office daily operations and acts as backup to the administrative assistant.
  • Completes special projects as needed and other duties as assigned. General Responsibilities
    • 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 allocate tasks and assignments to lower-level appointed staff and monitors their performance.
    • May be part of a team to select 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. QualificationsEDUCATION Required
      • High school diploma or GED Preferred
        • Bachelor's degree WORK EXPERIENCE Required
          • 4 years of relevant experience Combinations of related education and experience may be considered SKILLS Required
            • Proficient communication skills
            • Effective interpersonal skills
            • Excellent organizational skills
            • Demonstrates ability to maintain confidential information
            • Demonstrates excellent judgment and decision making skills
            • Maintains a high degree of professionalism
            • Ability to simultaneously handle multiple priorities
            • Demonstrates time management and priority setting skills
            • Ability to lead/manage others PREFERRED SKILLS:
              • Proficient in using Microsoft Office Suite (Word, PowerPoint, and Excel)
              • Experience and/or the ability to learn software tools/systems utilized by the university for communications and operations (e.g., Microsoft Teams, SharePoint, hiring, purchasing, travel, and scheduling) Working Conditions / DemandsThis 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 LocationIndiana University South Bend CampusSouth Bend, IndianaAdvertised Salary$42,000 annualJob ClassificationCareer Level: MasteryFLSA: NonexemptJob Function: General AdministrationJob Family: Administrative GeneralistClick here to learn more about Indiana University's Job Framework.Posting DisclaimerDue 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.New employees will be provided with information regarding Indiana University's COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page.Equal Employment OpportunityIndiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on 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.Campus Safety and SecurityThe 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 or by visiting IUPD.Contact UsRequest SupportTelephone:

Keywords: Indiana University, South Bend , Administrative Generalist Coordinator, Accounting, Auditing , South Bend, Indiana

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