Assistant To The Dean/Director (Administrative Assistant), School Of Nursing

IU Northwest School of Nursing (SON) is 1 of 4 schools within the College of Health & Human Services (CHHS).
One of 7 campuses of Indiana University, IU Northwest is located in metropolitan Northwest Indiana, approximately 30 miles southeast of Chicago and 10 miles from the Indiana Dunes National Park. The campus has a diverse student population of approximately 3,500 degree-seeking students and 1,800 dual-credit students and has been recognized by the Department of Education as a minority and Hispanic serving institution.
Indiana University Northwest is an equal opportunity/affirmative action employer committed to achieving excellence through diversity. The University actively encourages applications from women, minorities, veterans, persons with disabilities, and members of other underrepresented groups.
Job Summary
The Assistant to the Dean/Director (Administrative Assistant) is responsible for providing discrete and confidential executive-level support to the CHHS Dean/ SON Director that includes disseminating information and serving as a liaison to all levels of university administrators, staff of the college/ department, CHHS students, families, and alumni, faculty members, and external parties.
Department-Specific Responsibilities

• Works closely with the CHHS Program Directors to support achievement of the strategic objectives of the college.
• Responsible for managing the necessary administrative and operational support for the School of Nursing.
• Responsible for managing the necessary administrative and operational support for the Dean/ Director including, but not limited to, maintaining a demanding and frequently changing calendar; preparing expense reports; making extensive travel arrangements both domestic and international trip and screening all incoming inquiries to the Dean/Director using proper judgement based on established policy and/or procedure.
• Works closely with senior administrative staff, prepares briefs, agendas and appropriate correspondence for and on behalf of the Dean/ Director. Drafts special reports, conducts any related research and supervises the preparation of minutes of designated meetings. Prepares documents for various University and accrediting agency oversight boards and offices.
• Works closely with other administrative staff to provide administrative and logistical support for advisory boards/committees established by the Dean/ Director.
• Collaborates with staff and faculty of the college/department and/or University, to manage and implement the planning and coordination of relevant special programs and events.
• Administers the budgetary and financial functions of the SON, including maintenance of the budgets and expenditures within the School, including preparation of monthly reports and preparation of instructional effort.
• Administers the SON payroll function.
• Prepares faculty contracts.
• Administers the school purchasing and accounts payable function assuring purchases are consistent with budgetary policies and controls.
• Supports SON departmental functioning with the ordering of desk copies for full and part-time faculties through various publishers, performing inventory & ordering supplies, and expediting delivery of needed services.
• Orders business cards, name pins, and door plates for new SON faculty members.
• Assures SON communications are effective, including review of incoming written, electronic, and verbal correspondence assuring appropriate routing/screening is accomplished in a timely manner.
• Assists faculty with school-related travel documents.
• Drafts correspondence and reports as assigned.
• Supervises the maintenance of all school files and records.
• Establishes and maintains control over supplies and equipment, assuring appropriate security and inventory systems are followed.
• Acts as an informal resource for colleagues with less experience.

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
EDUCATION
Required

• High school diploma or GED

Preferred

• Bachelor's degree in relevant field

WORK EXPERIENCE
Required

• 2 years of relevant experience

Preferred

• 3 years of relevant experience

Combinations of education and experience may be considered
SKILLS
Required

• Excellent organizational skills
• Demonstrated 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 interpersonal skills and the ability to handle confidential communications
• Ability to develop and maintain a professional, collaborative, and positive spirited environment in the Office of the Dean/ Director
• Excellent attention to detail
• Demonstrated ability to set priorities, manage deadlines, work with diplomacy, poise and efficiency in a highly pressured environment
• Extensive experience with calendaring software and Microsoft office suite

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
Gary, Indiana
Advertised Salary
This position has a starting pay rate of $16.34 - $16.92 per hour.
Benefits Overview
For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure .
Job Classification
Career Level: Intermediate
FLSA: Nonexempt
Job Function: General Administration
Job Family: Administrative Support
Click here to learn more about Indiana University's Job Framework.
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.
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 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 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 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.
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