Sec IV/Senior Administrative Assistant

Job Title: Sec IV/Senior Administrative Assistant Location: Downtown Indianapolis Campus Job Type: Full-time Classification: N-5 Salary Range: $20.00/hourly Reports To: Dean, Professor School of Arts, Science and Education Supervision Given: Work Study personnel reporting to School of ASE Who We Are We are an open-access college that fuels Indiana’s economy through excellence in teaching and proactive engagement with industry and community partners, embedded in a culture of innovation that empowers all students to learn and succeed. We are “higher education at the speed of life!” Our Values Empathy: We stand with our students, partners, and communities. Integrity: We treat all with dignity and respect. Accountability: We deliver on our commitments. Agility: We innovate, iterate, and transform. Connectivity: We connect with partners to strengthen communities and ensure student success for all. About the Role: The Senior Administrative Assistant provides essential administrative and operational support to the Dean and School of Arts, Sciences, and Education. This role serves as the first point of contact for internal and external stakeholders, ensuring a seamless and professional experience. The position requires proactive coordination, excellent communication, and the ability to independently manage a variety of administrative processes. RESUME AND COVER LETTER REQUIRED FOR CONSIDERATION Required Skills & Core Competencies: Customer-Centered Service : Demonstrates approachability, inclusiveness, and a solution-oriented mindset. Organization & Multitasking : Manages multiple workflows efficiently while maintaining attention to detail. Communication Excellence : Prepares clear written communications and demonstrates strong interpersonal skills. Technical Proficiency : Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Banner, Tableau, and virtual communication platforms. Initiative & Independence : Self-manages workload and deadlines with minimal supervision. Team Collaboration : Functions effectively as part of a diverse team while supporting shared goals. Problem Solving: Demonstrates critical thinking and professionalism in resolving issues. Key Responsibilities: The following 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. Customer Service & Front Office Leadership Serve as the front-facing representative of the school, greeting students, faculty, staff, and external visitors (e.g., vendors, publishers, college officials). Provide responsive, solutions-oriented service that supports student and stakeholder success. Monitor the School’s shared email inbox and respond or route inquiries appropriately. Handle incoming calls and direct them to the correct personnel. Administrative Operations & Office Coordination Provide sole administrative support to the School and assist the Dean with day-to-day functions. Coordinate the Dean’s calendar and scheduling of meetings. Track office cycles and proactively complete routine tasks to ensure continuity. Manage event planning logistics including room reservations, IT/facilities tickets, catering, and speaker coordination. Support onboarding, office transitions, and space coordination for faculty and staff. Oversee class cancellations and communicate updates via signage or electronic methods. Delegate and supervise tasks assigned to student workers. Purchasing & Budget Monitoring Submit orders for school materials and coordinate with new vendors to complete onboarding paperwork. Track School budget activity, including Perkins funding requests, and support fiscal accountability. Data Management & Reporting Maintain records, meeting minutes, correspondence, and divisional data. Access and generate reports using systems such as Banner, Tableau, and Microsoft Office Suite. Track departmental assets. Communications & Content Development Draft, proofread, and format emails, internal communications, and marketing materials. Create event flyers and visual communications using