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Years of Experience
Date Last Verified
Administrative Assistant The candidate serves as an administrative function, relative to administering and managing, the Office of Equal Opportunity operations, including assisting the director and other staff as needed. Serves as the primary point of contact for the office for incoming situations. Makes decisions and determines whether incoming situations need immediate action per policies and procedures of Indiana University and the Office of Equal Opportunity. Handles confidential correspondence and materials related to complaints, personnel matters, and budgets. Manages complaint database. Exercises independent judgement in resolving problems. Interacts with contacts at all levels within the university as well as business and governmental contacts. Provides general office support including supporting the director, travel, and other financial transactions. Responsible for supporting office initiatives, including the Joseph Taylor Symposium Award process, Affirmative Action Planning Meetings, Equal Opportunity Council, and mediation trainings throughout the year. Responsible for intake process for internal and external (federal and state agencies) for the campus. Assesses urgency of situations and triage. Makes independent decisions to determine if a situation requires immediate attention or follow-up action. Has knowledge of appropriate resources campus-wide that can help facilitate sensitive and potentially volatile situations. Responds appropriately to sensitive situations, including being able to speak with and ensure inclusivity of individuals in diverse, underrepresented, and marginalized populations. Responds to individuals by being able to: Conduct initial inquiries in person and via telephone/e-mail Conduct independent assessment to address or respond to situations that donâ€™t require investigative oversight Exercise diplomacy when dealing with sensitive and/or emotional situations Exercise independent initiative and judgement when dealing with all relevant parties involved in complaint process; Apply active listening techniques in order to obtain all details and accurate information before handing off to investigator; Exercise professional judgement when dealing with all parties associated with a complaint. Serves as the office manager for the Office of Equal Opportunity. Provides general office support. Schedules and organizes meetings and manages the director and office calendars. Coordinates travel arrangements. Maintains and monitors budget and finances of the Office of Equal Opportunity, including financial transactions. Manages office supply budget and travel budget. Serves as contact for OEOâ€™s website maintenance. Serves as building coordinator for Lockefield Village. Develops a working knowledge of EEO/AA related policies to help better manage the office and flow of complaints. Consistent knowledge of policy changes with respect to staff, faculty, sexual misconduct, and EEO/AA/non-discrimination policies. Manages complaint database (open and close files as needed) to ensure current, accurate, and complete reporting. Manages complaint files â€“ both paper and electronic â€“ for the office, including scanning paper files as complaints close. Creates and maintains documentation system / procedures, including cover sheets and other standardized documentation systems for investigations. Uses discretion and handles confidential information appropriately.
Qualification and Experience
The candidate should have High School Diploma or GED, and 3+ years of administrative or higher education experience in a demanding environment. Bachelorâ€™s degree is preferred. Should preferably have 4+ years of experience; Knowledge of IU systems such as KFS, Travel, SIS/HRMS is needed. Combinations of related education and experience may be considered. Proficiency with Microsoft Office, Word, Outlook, and Access is needed.
Deadline: 16 April, 2018.
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