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Department: Chancellor's Office
Salary: $16.99 hr / $35,339.20 yr - Total compensation includes excellent benefits
Position Available: Immediately
Deadline: May 22, 2013
Interested candidates must apply online and attach a cover letter and resume with names, addresses and phone numbers of at least three professional references. TYPING, MICROSOFT WORD AND EXCEL REQUIREMENTS MUST BE MET AND ON FILE BY THE APPLICATION DEADLINE. Testing is given in the Human Resources Office, Room US-244, Monday-Friday from 8:00 am - 11:00 am and 1:00 pm - 4:00 pm.
The Executive Secretary provides administrative assistance and secretarial support for the Chancellor while setting the tone for the executive offices. Under limited supervision, performs a variety of non-routine administrative and secretarial tasks related to the successful completion of the daily support of the Chancellor’s office.
Duties and Responsibilities:
Act as primary contact for Chancellor’s Office; communicate verbally and in written form with vice chancellors, deans, faculty, professional and bi-weekly staff, students, Board and community members, and IU administrators. Screen calls, answer inquiries, and refer to the appropriate office or individual.
Coordinate or assist University Advancement Office with special functions sponsored by the Chancellor’s office. Plan receptions, dinners, luncheons, and events and host as required (i.e., Board of Trustees meeting, Medallion Dinner, Commencement and Platform Party Dinner, Chancellor’s Appreciation Dinner, Annual Retirement Dinner, Board of Advisors meetings/dinner, Chancellor’s Leadership Retreats, Founders Day Luncheon, Holiday Luncheon, Chancellor’s Annual Barbecue, Chancellor’s Annual Picnic, Annual Faculty/Staff Meeting, and New Faculty/Professional Staff Dinner). Make arrangements for such events including invitations, room set-up, place cards, name tags, and menu selection. Monitor operating budget for Chancellor’s account and IU Foundation accounts to determine correct expenses and balances, including vehicle and housing allowance. Prepare and monitor annual special expense account for hospitality events. Prepare check request forms for IU Foundation expenses.
Make arrangements for Board of Advisors meetings; take minutes, transcribe, and distribute minutes; provide assistance to Board chairperson; prepare Board binders each academic year; schedule Board Executive Committee meetings; prepare agendas prior to meetings; order food and advise on room set-up for meetings; make preparations for annual dinner meeting; maintain all files, correspondence, and archives related to the Board; prepare appointment letters for President.
Schedule all appointments and meetings for the Chancellor; coordinate times, places, and maintain calendars. Assemble background files, agenda, and other materials for inclusion in daily schedules. Prioritize requests and follow-up with letters, email, or phone calls.
Attend Administrative Council and Campus Executive Council meetings; take minutes, distribute, and maintain permanent files.
Update and prepare memos for all Administrative Committees. Maintain files on committees and request reports at end of academic year.
Oversee annual Distinguished Staff Awards program for faculty and staff. Update and distribute memo, criteria, and nomination forms. Maintain past recipient list. Correspond with award winners. Prepare certificates and order awards. Design and update brochure for annual meeting. Maintain information on plaques (i.e., Distinguished Service Awards, retired employees, deceased faculty and staff, etc.). Order updated engraved plates from vendor and photos of recognized faculty members.
Coordinate three Chancellor’s Leadership Retreats each academic year. Work with committee members; make copies of information/handouts; prepare nametags; prepare and email agenda to participants; work with representatives from Huber’s Winery on room set-up, equipment, and food; correspond with consultants; and oversee set-up at retreat.
Work with Office of Academic Affairs on annual faculty promotion/tenure and sabbatical recommendations. Prepare memos of recommendation from Chancellor. Forward faculty files to IU Administration for approval. Send out follow-up memos to appropriate faculty.
Open and sort mail. Respond to routine items. Order office supplies through EPIC, purchase order, or requisition.
Prepare letters, confidential correspondence, speeches, reports, etc. as directed by the Chancellor.
Set up and maintain general office files. Organize files for Chancellor’s community board memberships.
Make travel/lodging arrangements for monthly Board of Trustees meetings and annual conferences; process appropriate travel forms for reimbursement of expenses.
Prepare letter from Chancellor to honors students after each semester; print new certificates; coordinate mailing with Office of Academic Affairs.
Compile and maintain contact information on business associates, “Friends of the University,” professional and University contacts; maintain database for Chancellor’s holiday card mailing.
Distribute parking decals for Emeritus Faculty, Board of Advisors, and guests of Chancellor.
Fill in for Vice Chancellor of Administrative Affairs secretary when necessary.
Perform other related duties incidental to the work described herein.
The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. They are not intended to be an exhaustive list of all the duties, responsibilities, and skills.
Associate degree in Secretarial Science, Office Management, or equivalent combination of training and experience
3 years experience in progressively more responsible secretarial support/office management role
Familiarity with standard office equipment and procedures
Keyboarding skills 55 wpm
Knowledge of computer and word-processing/database software (Word and Excel required, Access preferred)
Ability to work independently and well under pressure
Ability to reconcile accounts
Strong organizational and problem solving skills
Excellent communication and interpersonal skills
Ability to maintain confidentiality
Extensive knowledge of etiquette and protocol
Excellent skills in the art of tact and diplomacy
Proven orientation toward quality service
Ability to lift 10 pounds
Sedentary work: sitting for extended periods