The Chancellor serves as the Chief Executive Officer of the IUPUI campus as well as an IU Executive Vice President. The Chancellor oversees academic and budgetary policy and priorities. Ensures the quality of the faculty and student body by providing leadership in matters related to academic programs and policies, promotion and tenure, faculty recognition, research, university outreach and student recruitment and retention.
The primary role of the Senior Administrative Secretary position is to assist in the overall administrative support of the Office of the Chancellor, including but not limited to calendar management, hospitality, supply ordering, document processing and maintenance of confidential material. This position provides administrative support for the chancellor's chief of staff and the director for communications in managing calendars, meetings and correspondence. The position will support the director for communications in manging the chancellor's briefing process. The Senior Administrative Secretary will be the primary backup support to the Chancellor's Administrative Assistant.
Primary Duties and Responsibilities:
Schedule meetings with university administrators, students, faculty, local business executives, international visitors as well as federal, state and city government leaders.
Assist the chancellor's director for communications in collecting information on events for the Chancellor's briefing documents.
Answer telephone calls, analyze and assist caller's situation, transfer to appropriate party on campus, as needed; greet guests, offer hospitality in the form of refreshments, hanging up coats, making guests feel welcome and comfortable; handle complaints received.
Process documents such as correspondence, contracts, agreements, conflict of interest forms, alcohol requests, and chancellor's remarks, finalizing them for hard copy and electronic storage.
Assist with monitoring messages from the chancellor's public email account.
Process reimbursements (such as travel and meal expenses with external guests, etc.) and payments (subscriptions, membership dues in national and community organizations).
Other duties as assigned.
High school diploma or GED and two years in scheduling meetings at the executive management level.
Proficient in Microsoft Word, Excel, Outlook, Adobe Acrobat. Flexible with a friendly personality. Comfortable in a multi-task environment and able to prioritize efficiently. Detail-oriented. Ability to maintain confidentiality in all duties. Ability to effectively communicate and exchange information.
Some college education.
Working Conditions / Demands
Majority of tasks are accomplished while sitting at a desk, some light lifting, bending, and some standing.
Work Hours: 8:00am - 5:00pm
301 University Boulevard
Indianapolis, Indiana 46202
Salary range: $40,000 - $42,000 annually.
Salary Plan: CL
Salary Grade: 07
Job Function: General Admin
This posting is scheduled to close at 11:59pm 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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Founded in 1820, Indiana University is the state’s public university system, comprised of two core campuses—IU-Bloomington and IUPUI—and six regional campuses located throughout the state. Combined, the total student population is more than 114,000 undergraduate, graduate and professional school students. IU is one of the largest employers in the state, with over 20,000 faculty and staff. Indiana University is an equal employment and affirmative action employer and a provider of ADA services. Diversity and inclusion remains a core commitment to IU’s mission to cultivate an educational environment that supports equal access, participation and representation on all of its campuses and that provides educational and career opportunities for all.