Office Assistant - Departmental
This position will provide administrative support for various departments within the School of Liberal Arts. The primary duties include tasks related to interdepartmental communication and organization; student and community outreach; data management; and research.
This is an office position where excellent computer and data management skills; attention to detail; strong communication skills; an aptitude for organization; and the ability to take the initiative and complete tasks with minimal supervision are necessary.
The primary duties involve creating and posting weekly content for facebook and social media platforms; creating spreadsheets and keeping track of various kinds of data; working with faculty to develop ways of communicating with students and alumni; helping plan and organize special events; creating and maintaining a biweekly calendar on Canvas with events happening in the department and school; updating and managing a listserve; serving as a liason between students and faculty; assisting department chairs or faculty with various tasks such as copying, scanning, creating brochures/fliers and other office tasks; outreach to majors, minor and alumni; helping faculty plan and organize site visits; helping coordinate outreach to religious communities in Indianapolis; working with faculty to develop ways of attracting majors and minors. There will be other duties as assigned for example packing boxes and moving small items.
Office equipment used in this position may include: computers, copiers, scanners, faxes, VoIP phone system as well as instant messaging in Skype for Business. Training will be provided.
A student office assistant will contact their supervisor for problems they do not know how to handle. Students will also be innovators. They will be responsible for creating brochures and bulletin boards for the department as well as offering ideas to the supervisor for improving the departments’ outreach and service to students and alumni as well as prospective students.
-Manage the front desk of the department. Answer departmental main telephone line Manage the social media platforms i.e. Facebook and Twitter using Hootesuite. (25%)
-Provide customer service to faculty, staff, and students (30%)
-Assist in clerical tasks i.e. word processing, electronically filing, duplicating, scanning, and mail pick up and sorting for our department. (30%)
-Keep office space clean and safe. (3%)
-Create and maintain spreadsheets (5%)
-Other duties as assigned (5%)
-Inventory supplies (2%)
IUPUI Learning Outcomes:
A student Staff Office Assistant will learn communication skills by answering the telephones and being on the front line of a department. They will do a bit of problem solving as issues come to then from incoming students or visitors to a department. They will contact their supervisor for problems they do not know how to handle. Students will also be innovators. They will be responsible for creating brochures and bulletin boards for the department they will work for as well as offer ideas to the supervisor for projects that come up.
Experience using Microsoft office (word, PowerPoint and excel); Ability to manage multiple responsibilities/tasks (instead of multi-task); manage their time and organize their responsibilities. Some light lifting will be involved.
This position is limited to candidates with a Federal Work-Study Program award. To verify you have a work-study award, please go to your One.IU.edu account (look under Student Center and Financial Aid Summary). If you have an award, it will be listed with the rest of your financial aid (e.g., loans, grants, scholarships). This video will direct you to the correct screen. You may also email the Office of Student Financial Services to inquire about eligibility.