Administrative Assistant III

Indiana State University

Full Time

Terre Haute, IN 47809

Posted

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Job description

Position Details

About the Institution

Indiana State University has been recognized by Forbes as one of America’s Top Colleges and by the Princeton Review as among the best in the Midwest. Located in Terre Haute, Indiana, its pedestrian friendly and beautifully landscaped campus has earned a Tree Campus USA designation and has been recognized by Princeton Review as one of the most environmentally responsible college campuses.

Located in the heart of Terre Haute’s downtown, Indiana State’s campus is within walking distance to local shops and restaurants. Situated near the Indiana-llinois border, the campus is about an hour’s drive from Indianapolis and within a few hours of other major metropolitan areas including St. Louis, Chicago, Cincinnati and Louisville.

The Indiana State student body represents all 50 states and more than 65 countries and is among the most diverse in Indiana. The University is ranked number one among Indiana’s public and private institutions on CollegeNet’s annual social mobility index. There are more than 250 student-run organizations offering activities and entertainment throughout the year along with 15 NCAA Division I athletic teams, a first-rate student recreation center with numerous classes and recreational sports programs, and a Performing Arts Series and University Speakers Series which bring national touring productions and speakers to campus.

Comments to Applicants

Candidates must be eligible to work in the U.S. for other than practical training. The university will not provide visa sponsorship for this position.

This position is open until filled. The review of applications will begin on September 8th, 2022 and will contine until the position is filled.

Job Title

Administrative Assistant III

Department

ISU Equity Diversity Inclusion

Work Schedule

Monday – Friday
8 am – 4:30 pm

Notice of Vacancy Number

22-00292

Desired Start Date

09/12/2022

Open Date

08/25/2022

Close Date

Open Until Filled

Yes

Job Category

Staff-Non-Exempt Professional

Job Type

Staff - Full-Time

Pay Grade

Hourly Rate or Salary Range

$16.58/hr

Benefits Associated with this Position

Sick Leave: Accrues at a rate of 12 days per fiscal year with unlimited accumulation.
Life Insurance: The coverage amount is based on two and one-half times appointment salary rounded up to the next whole thousand with a maximum coverage of $100,000 and includes the same amount of Accidental Death and Dismemberment benefits. The University currently pays the entire cost of coverage.
Medical, Dental and Prescription Drug Coverage: The cost of coverage is shared between employees and the University. Rates are determined by participation in Wellness Program and use of tobacco products. Coverage is available on the first of the month following appointment date.
Public Employees Retirement Fund (PERF): The employee share of three (3) percent is paid by ISU. The employer (ISU) share is actuarially determined annually by the State of Indiana. There is no cost to the employee. A minimum of ten (10) years of service is required for PERF vesting. PERF has several investment options from which to choose. Note: For individuals who are receiving PERF Retirement, contributions may not be made.
TIAA Auto Enroll: New employees are automatically enrolled in a tax deferred retirement program at hire: three (3) percent is deducted before taxes for the program to facilitate retirement planning. Employees may opt out of the program within 90 days.
Long Term Disability Coverage: Employees are eligible after three (3) years of continuous, regular employment with the University. This policy guarantees approved disabled employees a 66 2/3 percent income protection (from all sources) after 180 days of continuous total disability. Immediate participation is available for current members of a comparable group disability insurance program within 90 days prior to ISU employment and that would have provided income protection upon disability for at least five years.
Fee Waiver Program: For the employee, spouse and dependent children: Staff may enroll in up to 18 hours of course work each academic year at a reduced rate. Spouses may enroll in 15 semester hours each academic year with 80% of qualified tuition waived. Dependent children of regular full-time staff who are full-time degree seeking undergraduate students at ISU may receive a fee waiver of 80% of qualified tuition for up to a total of ten (10) semesters.
Vacation: Employee accrues 10-20 vacation days per year based upon years of service.
Convenience Day: Employees have one per fiscal year to use.

Optional Benefits

Voluntary Life Insurance: Additional amounts of life insurance may be purchased on employee, spouse and dependent children.
Voluntary Vision Plan: May enroll within the first 31 days of employment date.

Job Summary/Basic Function

Under limited supervision, provides complex administrative support activities to University personnel; has primary responsibility for a wide variety of complex and difficult processes.

Specific Responsibilities

Assist in the day to day operations of the Office of Equity, Diversity and Inclusion for the Associate Vice President for Inclusive Excellence and Strategic Initiatives, and the Director of Equal Opportunity/Title IX Coordinator.
Typical duties, responsibilities and tasks include, but are not limited to:

Administrative and executive clerical duties to support the Associate Vice President for Inclusive Excellence and Strategic Initiatives, as well as the Director of Equal Opportunity/Title IX

Prepare, edit, type, and finalize written materials to include letters, memos, e-mails, expense reports, documents, correspondence, forms, contracts, and reports with direction from the Associate Vice President for Inclusive Excellence and Strategic Initiatives and Director of Equal Opportunity/Title IX Coordinator.

Provide overall engagement, guidance, and scheduling, including but not limited to:

o President’s Council on Inclusive Excellence
o Equity, Diversity and Inclusive Excellence Liaisons
o Search Committee Trainings
o Special Department/College Events and Projects
o Title IX meetings, panels, etc.

Assist with the HR Applicant Tracking System (ATS).

Manage and schedule Outlook calendar appointments and meetings.

Manage departmental logs, spreadsheets, protocols, and other processes.

Answer and screen telephone calls while maintaining model customer service.

Assist with questions or requests for information raised to the Associate Vice President for Inclusive Excellence and Strategic Initiatives and the Director of Equal Opportunity/Title IX Coordinator by students, faculty, staff, and the general public; provide referrals to appropriate staff for follow-up or resolution, as necessary.

Maintain departmental office equipment, including regular maintenance, calling for repairs, maintaining inventories and stock, and evaluation of equipment.

Assist with the coordination of departmental/college/university wide events and projects. Prepare and type materials, collect data, engage with stakeholders, track progress, and disseminate results to constituents both internal and external to the university.

Perform general administrative duties that includes managing office supply inventory, ordering supplies, making travel arrangements, creating expense reports, tracking internal expenses, assisting with vendor contracts, invoices and payments; and assisting with the annual budget process and preparation.

Coordinate authorizations for payments and maintain records of expenditures.

Maintain departmental website and instruct others on how to access and update materials.

Arrange Search Committee Trainings- Compile and analyze data to produce routine and non-routine participant tracking reports, graphics, presentational materials, letters and communications.

Initiate and/or respond to routine and general correspondence and requests from internal/external constituents.

Coordinate materials required for meetings and conferences; assist with developing and typing agendas for several groups overseen by the Associate Vice President for Inclusive Excellence and Strategic Initiatives- periodically attend meetings and take notes.

Support a strong collaborative/diplomatic team environment- expected to work well with team. Attend university wide, college wide and departmental meetings and trainings.

Provide support to internal and external stakeholders by answering questions, supplying information, arranging educational sessions and other supportive information including the development of slides, room reservations, and set-up.

Create and maintain various college and campus lists (e.g., Outlook distributions, multi-language speakers/readers/writers, first-generation ISU workforce, collaborative external partners, etc.).

Greet students, staff and faculty visiting the Office of Equity, Diversity and Inclusion.

Provide ongoing project coordination among multiple DEI initiatives; track and manage timelines for projects and deliverables.

Responsible for executing organization-wide DEI communications in collaboration with Communications and HR – including updating/enhancing DEI content on the ISU Inclusive Excellence website.

Assist with cultivating relationships with external diverse communities and organizations.

Assist HR with ATS strategies to meet ISU Strategic Plan Goals, as well as Diversity Plan Goals.

Assist with enhancing DEI education efforts, supporting the development and facilitation of new workshops, trainings, tools and resources to drive inclusion, belonging and retention initiatives.

Assist with research and stay current on new DEI programs, initiatives, diversity-related issues and best practices to develop, recommend, and execute creative strategies to foster the organization’s DEI goals.

Perform other related duties assigned by the Associate Vice President for Inclusive Excellence and Strategic Initiatives related to the above referenced duties, and necessary for the successful functioning of the Office of the President, Office of the Provost and Vice President for Academic Affairs, Office of the General Counsel, Equal Opportunity and Title IX, Community Engagement, Student Affairs, Finance, Administration & Facilities, Advancement, Governmental Relations and Communications, University Engagement, Athletics, Human Resources and other colleges/ departments at Indiana State University.

Required Relevant Education & Experience

Education: High School diploma or GED; Experience: 5-6 Years
OR
Education: Associate’s or Bachelor’s degree at time of hire with 2-3 years of experience. Will consider student assistants or graduate assistants who have worked in a business or college/university office.

Required Field(s) of Study

Preferred Relevant Education and Experience

Supervisory Responsibilities

This job has no supervisory responsibilities.

Required Certificates, Licenses and Registrations

Other Required Certificates, Licenses and Registrations

Preferred Certificates, Licenses and Registrations

Preferred Other Certificates, Licenses and Registrations

Knowledge, Skills and Abilities

Able to adapt to change, Able to assemble, analyze and present data, Able to learn and retain information, Able to multitask, Able to plan, organize, and implement projects in a timely manner, Able to read English, understand, and follow verbal and written instructions, Able to work both independently and collaboratively, Able to work carefully and politely around others, Able to work well with others, Attention to detail, Demonstration of high ethical standards, integrity, professionalism, politeness, and courteousness, Excellent customer service skills, Excellent interpersonal, organizational, planning, teambuilding and problem solving skills, Experience with budget management, Math and basic accounting skills, Professional demeanor, high energy, dynamic personality and excellent communication and interpersonal skills, Proficiency with Microsoft Office and other computer applications, Proven verbal and written communication skills, Willing to interact with students

Other Knowledge, Skills and Abilities

Qualifications & Disclaimer

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The information on this description is designed to indicate the general nature and level of work performed by employees within the classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

NCAA Guidelines

All employees and staff of ISU are bound by all NCAA, Missouri Valley Conference and institutional rules and regulations pertaining to intercollegiate athletics and must conduct themselves in accordance therewith. For more complete information on the duties and obligations of ISU employees and staff in this regard, employees and staff should contact the Compliance Office in the ISU Athletic Department.

No ISU employee (whether paid or a volunteer) shall knowingly influence others to furnish the NCAA or an ISU investigator/compliance officer false or misleading information concerning an individual’s involvement in or knowledge of matters relevant to a possible violation of an NCAA regulation. Failure to abide by this term of employment shall constitute unethical conduct as defined by the NCAA and may result in immediate suspension and/or termination of the employment relationship with ISU.

Position Reappointment Required

Job Duties