United States Job Openings

Indiana University

Undergraduate Programs Office Manager (Student Services Coordinator)

Bloomington

FULL TIME

September 12, 2024

Department

THE O'NEILL SCHOOL - BL SPEA (BL-SPEA-IUBLA)

Department Information

Founded in 1972 as SPEA, the O'Neill School of Public and Environmental Affairs is a world leader in public and environmental affairs and the largest school of public administration and public policy in the United States, boasting an alumni network of more than 36,000.
Our Mission
The O'Neill School of Public and Environmental Affairs works to build a better world by helping people solve complex problems at the crossroads of policy, management, and science. We promote sound decisions, well-managed organizations, just and healthy societies, and a sustainable environment through education, scholarship, and civic engagement. We give our students the knowledge and skills to have a significant impact in diverse settings around the globe.
Our Guiding Values
Our commitment is shaped by these shared and guiding beliefs:
All people deserve to live in thriving and sustainable communities.
Strong, healthy communities depend on well-educated, innovative and ethical leaders, and informed and engaged citizens.
Creative, current, and rigorous research informs sound decision-making.
Leaders need both relevant information and the skills necessary to interpret and use information and data effectively.
Successful leaders must be able to bridge public, private, and nonprofit sector boundaries.
Conversation and collaboration among individuals with diverse perspectives, backgrounds, and skills leads to more vibrant ideas and solutions.
We seek to foster a welcoming and inclusive workplace environment at O'Neill and in our team, ensuring all individuals are valued and recognized for their contributions, talents, and unique perspectives. Diversity information found here.

Job Summary

The O'Neill School Undergraduate Programs Office has an immediate opening for an Office Manager and provides administrative functions for Academic Advising, O'Neill International Office, and the Career Hub including:
Department Specific Responsibilities

Processes travel requests and reimbursements
Coordinates and office events; maintains office calendars and arranges meetings
Manages phone system
Supervises front office student employees
Completes arrangements for travel for faculty, staff and students
Serves as liaison with other departments and external entities; coordinates activities, exchanges information
Responds and disseminates inquiries to appropriate stakeholders
Compiles data and produces reports, ensures data is accurate, complete and current. This includesdeveloping and administering assessments of services
Drafts and disseminates weekly undergraduate newsletters
Serves as web captain for the Undergraduate Programs Office, responsible for the update of undergraduate specific content on the school website
Manages and orders office supplies.
Oversees the preparation of all electronic mailings and ensures mailings are accurate and complete.

General Responsibilities

Assists with administrative needs related to the daily operations, planning, and implementation of various or multiple student services initiatives. Performs duties such as attending a front desk, answering phones and email, and delivering messages and mail.
Serves as a liaison to campus partners for cross-departmental student services initiatives, providing information, securing space reservations, scheduling planning meetings, and providing necessary documentation.
Provides assistance to student participants, stakeholders, faculty, and/or staff; acts as a resource by analyzing information, providing documentation, and preparing reports. Accurately maintains electronic records and databases.
Provides directions, support, and information to student organization representatives and other visitors to the department.
Assists with daily scheduling, training, and gathering of student feedback. May prepare and disseminate handouts, presentations, or other materials.
May assist with ordering or creation of promotional materials for student organizations or departmental needs.
May provide guidance to other Student Services Coordinators.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION
Required

High school diploma or equivalent (such as HSED or GED)

WORK EXPERIENCE
Required

2 years in office environment, higher education, or related field

SKILLS
Required

Proficient communication skills
Maintains a high degree of professionalism
Demonstrates time management and priority setting skills
Demonstrates a high commitment to quality
Possesses flexibility to work in a fast paced, dynamic environment
Highly thorough and dependable
Demonstrates ability to maintain confidential information
Demonstrates customer service skills
Commitment to working with people of diverse backgrounds and demonstrated cultural competency

Working Conditions / Demands

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.

Additional Information

No job description available

Work Location

This is an in-person position
Bloomington, Indiana
This position is eligible to work a hybrid schedule (mix between 1 remote workday and 4 in-person workdays), subject to change in the future based on university policy and business needs.

Benefits Overview

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.

Job Classification

Career Level: Intermediate
FLSA: Nonexempt
Job Function: Student Services
Job Family: Student Services Generalist
Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

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.

Equal Employment Opportunity

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.

Campus Safety and Security

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.

Contact Us

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Telephone: 812-856-1234

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