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Sr. Administrative Assistant, Business Affairs

Apply now Job no: 508054
Work type: Full Time Administrative
Location: Systems Office - Indianapolis, IN
Categories: Administrative/Professional, Office/Clerical

General Description of Position: Provides executive level administrative support for the business affairs areas and serves as principle scheduler to the Executive Vice President Administration and Treasurer, Senior Vice President and Chief Financial Officer; Vice President Finance; Vice President Capital Planning and Facilities; Vice President for Public Safety and Emergency Preparedness; and Vice President Government Relations. Handles details of highly confidential and critical information and must function efficiently and effectively in a fast-paced professional environment. Independently manages multiple tasks and projects with competing priorities and deadlines; screens and prioritizes communications from external and internal sources; organizes and maintains administrative processes. Maintains a professional work environment and serves as principle contact with college and external constituents from local, state and national agencies, councils, and other organizations. Completes assigned special projects and tasks with minimal supervision.
Major Responsibilities:

Manages internal and external contacts for Executive Vice President, Senior Vice President and Vice Presidents, proactively understanding preferences for scheduling, priority contacts and keeping track of periodic communication needed for priority contacts.

Schedules a high volume of appointments and meetings, accurately maintaining all appointment books and calendars. Duties include research, agenda preparation and content development.

Coordinates on and off-campus meetings to include appropriate room accommodations, guest parking, catered luncheons and refreshments, and audio/visual equipment as needed.

Screens and distributes mail for business affairs as required.

Schedules and coordinates college travel and associated arrangements, maintaining appropriate documentation.

Supports other positions within business affairs as assigned.

Develops and maintains a system that alerts upcoming deadlines on incoming requests or events.

Oversees daily operation of business affairs including greeting and directing guests; maintaining calendars and scheduling meetings and appointments; and screening calls and visitors.

Responsible for routine department communication, including preparing and responding to emails, electronic and written correspondence and calls.

Maintains accurate electronic and hard copy department files.

Prepares presentations for internal and external groups and ensures production of professional quality reports and handouts.

Performs first level research, including preparation of report summaries, and gathers information to assist in preparation of reports and presentations.

Takes and distributes meeting minutes/notes.

Complete special projects as assigned.

This is not to be construed as an exhaustive list. Other duties logically associated with this position may be assigned. All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), other applicable regulatory requirements, and professional standards.

Supervision Received: Senior Vice President and Chief Financial Officer
Supervision Given: Student work-study support and interns as determined

Minimum Qualifications:

Associate's degree with a minimum of two years’ experience supporting senior level/executive administrators required.

Proficient computer skills including Microsoft Word, Excel, PowerPoint and familiarity with Access required. Must have ability to learn and use applicable software (e.g., space utilization software, etc.).

Excellent oral, written and interpersonal communication skills required.

Must exhibit professional demeanor, initiative, and good judgment, be able to work well under pressure and independently.

Must positively anticipate or react to frequently changing priorities, and maintain confidentiality on all matters related to the College, its staff, faculty, students and trustees.

Must demonstrate professional demeanor and ability to defuse emotional situations in a calm manner.

Must have the willingness and ability to occasionally travel on College business, be willing to work occasional extended hours, and be willing and capable of communication outside of normal work hours.

Must demonstrate ability to promote an inclusive environment that reflects the broad diversity and backgrounds represented by our students and employees and which every individual feels respected and valued.

Preferred Qualifications:

Bachelor's degree.

Other Requirements:


Work Hours:


Hiring Range:


Team Ivy Referral:


Special Instructions to Applicants:




Advertised: US Eastern Daylight Time
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