ENGINEERING AND TECHNOLOGY - I (IN-ENGT-IUINA)

Department-Specific Responsibilities

• Assists with Human resource activities within Electrical & Computer Engineering (ECE) department including preparing and maintaining personnel-related paperwork, electronic document (eDoc) forms, and reports for hiring of student temporary, temporary staff, visitors, scholars, researchers employees. Initiates and processes background checks, federal I-9's, e-Verify submissions, and updates employment work authorizations. Assists with scheduling training and providing orientation to new hires as needed. Serves as liaison to School of E & T office.
• Assists with student service activities within ECE department. Assists with lab space usage and assignments for students and researchers. Works with Academic Lab Technician on security access privilege. Works with the chairperson, department staff in charge of undergraduate programs, and faculty to assist with scheduling courses in University systems each semester. Assists students and faculty with academic questions and needs. Coordinates the textbook ordering and tracking process. Orders class materials, reserves technology and audiovisual equipment, and works with faculty and University or School technology departments to resolve classroom technology issues.
• Assists with department financial activities. Executes departmental and research center purchasing to adhere to University policies and procedures. Liaisons with Office of Financial Services, Financial Management Services, School of Engineering and Technology Finance and Administration offices, and vendors. Initiates departmental, grant, and research center IU Foundation accounts and disbursement vouchers payment requests for faculty, students, visitors, and vendors. Processes departmental and student travel documents by initiating and monitoring electronic forms and payments. Assists faculty, students, and visitors on all academic related travel. Prepares forecasted budgetary needs with regards to temporary hourly employees i.e. lab teaching assistants, graders, teaching assistants based upon course enrollment.
• Assists with departmental office administration activities. Provides administrative support to the department including the Chair, Associate Chair, full-time/adjunct/associate/visiting faculty, staff, research centers, researchers, scholars, and programs. Facilitates the day to day operation of the ECE administrative office processes. Resolves matters related to the daily business operations, in accordance with the chairperson, establishes priorities for execution of office tasks, designs and recommends new procedures to improve office function. Manages the daily office activities to ensure that the office is maintained and is staffed during the daily office hours. Responsible for the office activities, deadlines, and duties by delegating tasks to staff members, verifying progress, and ensuring completion.
• Assists with departmental marketing activities. Consistently manages, monitors, and updates internal and external information on department's website for current and accuracy. Updates department information in or on e-communications, website, TV monitor, departmental signage, documents, and bulletin boards. Manages the social media accounts for important news, deadlines, and information for students, prospective students, alumni, faculty, staff, and constituents.

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.

EDUCATION

Required

• High school diploma or GED

WORK EXPERIENCE

Required

• 2 years of relevant experience

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

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.

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.

Career Level: Intermediate

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

Click here to learn more about Indiana University's Job Framework.

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.

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.

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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Telephone: 812-856-1234