The Indiana Institute on Disability and Community (IIDC) is one of only 67 University Centers for Excellence in Developmental Disabilities. The Institute conducts research and training through seven Centers: Early Childhood Center, Center on Education and Lifelong Learning, Center on Community Living and Careers, Center for Health Equity, Indiana Resource Center on Autism, Center for Collaborative Systems Change, and the Eppley Institute on Parks and Public Lands.
Responsible for the Executive Director's support services including meetings, extensive travel arrangements, and appointment scheduling. Responds to requests to the Executive Director by providing information to staff, students, faculty, and external constituents on activities of the Executive Director; handles necessary correspondence. Oversees the scheduling, minute preparation, and records management for the Executive Director and the Leadership Team of the Institute. Develops and maintains a systematic and orderly records system for the Executive Director and Institute data. Provides copy editing and review of products developed by the Executive Director.
Produces and proofreads reports, minutes, budgets, memos, classroom materials, manuscripts, correspondence, and other materials utilizing computer and word processing/database/spreadsheet software; proofreads for grammar/spelling; assists in gathering data for reports.
Conducts necessary research, compiles materials and information for the Executive Director. Oversees the central communication and public relations for the Executive Director both internally and externally.
Analyzes and develops comprehensive Institute productivity reports to include courses taught by Institute Faculty, conference presentations, technical reports, media products, non-funded research, and grant/contract writing for federal, state and private foundation grant proposals and contracts. Maintains data and verifies accuracy of the reporting data before submission to IU and funding agencies.
Provides logistical services for administration office and to faculty for training events, meetings and conferences held at the Institute, handling all logistics involving meeting rooms, catering, and reimbursements to guest speakers.
Serves as the IIDC lead for all support staff in the department. This includes coordinating an annual support staff training and development retreat, communicating critical departmental information, and identifying new opportunities to enhance support staff roles.
Establishes and maintains files; ensures completeness and accuracy.
Works independently as the lead for events planning for the Executive Director, and must do so by addressing the marketing, invitations, event coordination and staffing. This position works independently to initiate and ensure compliance with University policies and Institute policies.
High school diploma or GED and three years of office experience.
Computer skills including desktop publishing, word processing, database and spreadsheet, graphics, and presentation programs. Ability to take initiative to solve problems and assume responsibility. Ability to effectively communicate and exchange information.
Working Conditions / Demands
Position is on call-out list for building security. If contacted, this individual would be responsible 24/7 and required to leave home and meet IUPD at the Institute to address security alarms; therefore, must have transportation. Mobility to different work areas and communicating with others. Typing and minimal bending. Some lifting required for event planning and coordination.
Institute reports that are submitted to OVPR, IU, and external funders are required to be accurate without error; errors in reports could result in the loss of funding support to the Institute. Errors made when hiring support staff could result in the inability to meet the needs of the Institute and even grant obligations. The incumbent in this position represents the Institute and the Executive Director of the Institute to University personnel, grant Program Officers, State, National and International constituents
Equipment utilized: Computer, printer, large color printer, scanner, telephone, security system.
Salary Plan: SS
Salary Grade: 0G
Job Function: General Admin
Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.
This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
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Equal Employment Opportunity
Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information .
Campus Safety and Security
The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online . You may also request a physical copy by emailing IU Public Safety at email@example.com or by visiting IUPD.
Founded in 1820, Indiana University is the state’s public university system, comprised of two core campuses—IU-Bloomington and IUPUI—and six regional campuses located throughout the state. Combined, the total student population is more than 114,000 undergraduate, graduate and professional school students. IU is one of the largest employers in the state, with over 20,000 faculty and staff. Indiana University is an equal employment and affirmative action employer and a provider of ADA services. Diversity and inclusion remains a core commitment to IU’s mission to cultivate an educational environment that supports equal access, participation and representation on all of its campuses and that provides educational and career opportunities for all.