Executive Administrative Assistant
Indiana Tech

Job Info

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Job Details

Job Location: Fort Wayne Campus - Fort Wayne, IN

Position Type: Full Time

Education Level: Associate's Degree Preferred

Description

Indiana Tech is a thriving, independent, teaching-oriented university that delivers career-oriented programming in a wide variety of disciplines that includes business, engineering, computer sciences, criminal justice, cybersecurity, marketing, health sciences, communication and helping professions. Indiana Tech enrolls nearly 1,500 students in its traditional undergraduate programs on its picturesque main campus, and nearly 5,000 students in its adult and online program. We offer degrees at the associate, bachelor's, master's, and doctoral levels and undergraduate and graduate certificates.

Over 41% of our students are either globally or domestically diverse; this contributes to our unique vibrant and inclusive campus community. All academic programs are designed to provide students with relevant and practical experiences, including an emphasis on internships. The university is accredited by the Higher Learning Commission.

Indiana Institute of Technology embraces diversity and equal opportunity intentionally. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We believe that diversity and inclusion among our employees is critical to our success with respect to educating our students to become global citizens. Indiana Tech is an Equal Opportunity Employer.

Indiana Tech has big plans for its future. Learn more at Indiana Tech Strategic Plan.

The Executive Administrative Assistant-Student Affairs provides administrative support for the Vice President for Student Affairs, supports the Vice President for Diversity, Equity, and Belonging, and the Division of Student Affairs, including the departments and related personnel of Student Engagement, Student Services, Residence Life, and Security. This Warrior develops a welcoming environment in the suite and assists constituents as needed.

Essential Duties & Responsibilities

• Provide professional representation at the Student Affairs suite front desk, answering telephone calls, directing calls to appropriate staff, and greeting guests and students in need. Solve issues and answer questions if able.

• Provide administrative support to the VP for Student Affairs, VP for Diversity, Equity and Belonging, and other team members listed above as needed.

• Review, approve, and process monthly purchase card receipts and statements for the VP's and their direct reports, ensuring proper documentation has been provided.

• Schedule and organize individual and departmental meetings both on campus and off as needed.

• Process event-related contracts and/or payments promptly in accordance with university policies and procedures.

• Provide assistance and support for events, including orientation, room scheduling, catering requests, etc.

• Process purchase order requests as needed.

• Make travel arrangements for local events and professional conferences upon request.

• Periodically check departmental websites for accurate information, providing suggestions and possibly making improvements.

• Provide assistance for and approve campus parking permit requests and issue temporary visitor parking permits as requested.

• Provide Housing support for key management, troubleshooting and directing concerns, and specific attention during move-in and move-out periods.

• Monitor Student Affairs Conference Room scheduling, keeping a current schedule posted.

• Maintain and monitor departmental equipment, troubleshoot issues or request repair services if required.

• Distribute incoming mail to appropriate staff members.

• Maintain, monitor, and order departmental supplies.

• Perform other tasks, duties, and projects as requested.

Qualifications

• Associate's degree or certificate in office management preferred.

• Excellent customer service skills and a sincere desire and willingness to interact with students.

• Demonstrated time management skills

• Advanced Organizational skills and the ability to work independently

• Excellent written and verbal communication

• Possess and display proper interpersonal and human relations skills with a diverse population

• Computer Skills:

Word Intermediate

Excel Intermediate

Outlook Advanced

Experience

Minimum 3 years in an executive clerical role. Must have experience in a customer-centered role.

Working Conditions

Work is normally performed in a typical interior/office work environment. Must be flexible with schedule to provide coverage for infrequent morning/evening events when needed.

Application materials must include a cover letter and resume. Applications must be completed in Paycom to be considered for the position. The position remains open until filled; a review of candidates will commence as application materials are received.

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