Administrative Assistant III

Administrative Assistant III

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Please see Special Instructions for more details.

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 June 24, 2024.

Position Details

Position Details

About the Institution

Indiana State University is a world-class center of higher education, located in Terre Haute, Indiana, and serving a multi-state region that stretches from Indianapolis to St. Louis, Chicago, Louisville, Cincinnati, and beyond. It has been recognized by the Princeton Review as among the best universities in the Midwest.

Indiana State is a beautiful, pedestrian-friendly campus located within walking distance of local shops, restaurants, and activities in Terre Haute's historic downtown district. Situated near the Indiana-Illinois border, the campus is about an hour's drive from Indianapolis and within a few hours of other major metropolitan areas.

Indiana State, one of the most diverse campuses in Indiana, is a welcoming community of students, faculty, and staff representing most U.S. states and many countries around the world. There are more than 260 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 that bring national touring productions and speakers to campus. Indiana State is a place of belonging where students, faculty, and staff learn and thrive together.

Indiana State University is an equal opportunity employer committed to diversity, inclusion, and belonging in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), religion, sexual orientation, gender identity, gender expression, age, national origin, status as an individual with a disability, status as a protected veteran, genetic information, political views or activity, or any other applicable legally protected characteristics. This policy applies to all employment practices within our organization, including recruiting, hiring, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and applicable apprenticeships.

If you need assistance or an accommodation due to disability, you may contact us at isu-humanresources@indstate.edu

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 June 24, 2024.

Job Title Administrative Assistant III Department HMSU-Operations Work Schedule

Monday-Friday 8:00am-4:30pm.

Occasional evening or weekend as necessary.

Notice of Vacancy Number 24-00115 Desired Start Date 06/17/2024 Open Date 05/09/2024 Close Date Open Until Filled Yes Job Category Staff-Non-Exempt Job Type Staff - Full-Time Pay Grade 7 Hourly Rate or Salary Range $17.64/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

• Manages multiple departmental accounts (for both HMSU as well as the Office of Student Engagement, Leadership, and Fraternity and Sorority Life) with active purchasing activity.

• Oversees reception services, schedules, appointments, meetings, and travel.

• Prepares and proofreads correspondences, reports, and other documents; organizes and maintains paper and electronic filing systems; develops, maintains, and utilizes databases.

• Maintains accounts payable and receivable, and purchasing duties both on and off campus.

• Audits and processes time records for full-time, temporary, and student employees.

• Performs Human Resources functions for application processes, which includes posting vacancies, scheduling interviews, conducting reference checks, and maintaining employee records.

• Hold key control and inventory.

• Coordinates with Commons tenants, reservation staff, and SODEXO during holidays breaks, and summer for special building hours.

• Oversees the Information Center. Hires, trains, and supervises student staff.

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

NA

Preferred Relevant Education and Experience

Budgeting, Supervision of Students

Supervisory Responsibilities This job has no supervisory responsibilities. Required Certificates, Licenses and Registrations Must possess a valid driver's license 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, Proven verbal and written communication skills, Willing to interact with students, Work effectively with a diverse community, Excellent leadership skills, Proficiency with Microsoft Office and other computer applications 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 No

Job Duties

Essential Duties and Responsibilities

Works independently to organize processes involving multiple individuals or units, providing departmental services requiring the use of discretion and independent judgment in making decisions that affect employees or students.

Essential Duties and Responsibilities

Oversees reception services, schedules appointments, meetings, and travel; maintains the supervisor's calendar.

Essential Duties and Responsibilities

Prepares and proofreads correspondence, reports, and other documents.

Essential Duties and Responsibilities

Organizes and maintains paper and electronic filing systems.

Essential Duties and Responsibilities

Develops, maintains, and utilizes databases.

Essential Duties and Responsibilities

Audits and processes time records for full-time, part-time, and/or student employees.

Essential Duties and Responsibilities

Communicates information from the supervisor to others.

Essential Duties and Responsibilities

Obtains equipment, services, and supplies needed by the department.

Essential Duties and Responsibilities

Bills internally or externally for goods or services provided by the department.

Essential Duties and Responsibilities

Manages multiple departmental accounts with active purchasing activity.

Essential Duties and Responsibilities

Organizes, coordinates, plans, and conducts departmental events.

Essential Duties and Responsibilities

Assists with employment processes.

Essential Duties and Responsibilities

Performs other duties as assigned.

Applicant Documents

Required Documents

• Resume

• Cover Letter/ Letter of Application

• References

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

• Do you possess a High School diploma or GED with 5-6 years experience? or Associate's or Bachelor's degree at time of hire with 2-3 years of experience?

• Yes

• No

• Do you possess a valid driver's license?

• Yes

• No