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9701 - Senior Administrative Secretary

***Qualifications revised***

***IU Employees Only***

The purpose of this position is to provide administrative support to the Department of Anthropology, Museum Studies and Folklore by coordinating all activities of the departmental office.

Duties and Responsibilities:

Develop files to support smooth flow of tasks and efficient record maintenance. Assist the Chair and Director by maintaining calendar of academic and department deadlines. Screen incoming calls and emails; disseminating or responding as appropriate. Assist faculty with travel arrangements, filing forms and keeping records. Complete Instructional Effort forms. Assist with Promotion dossiers. Review/reconcile department and IU Foundation accounts and track certain expenses for Anthropology. Execute disbursement vouchers on line to pay vendors. Assist faculty with duplication, equipment ordering, desk copies and other needs. Order textbooks. Prepare student evaluation packets, distribute, collect, turn in, and type comments. Work with book reps. Greet students by telephone and in person and email. Provide them information about the department major and minor requirements, certificate programs and Master’s Program. Direct students to faculty offices for advising or solution to academic problems. Receive deliveries and distribute. Order supplies. Website management and updating. Maintain database and records of majors, minors and graduates.

Review and organize dossiers for faculty. Supervise maintenance of files containing candidates’ dossiers. Send Affirmative Action form to all applicants; send letter for additional materials, etc. Duplicate when necessary. Prepare forms to request campus interviews. Arrange for hotel stay, and reimbursement of travel expenses for candidates who visit campus, and reimburse faculty who host meals. Assist program director and committee chairs and Department Chair with other search and screen issues.

Assist faculty member with schedule coordination, identify part time instructors. Assist in proofing the schedule of classes. Notify Bloomington Folklore of faculty needed for each semester. Send out textbook orders and payroll forms to new part time faculty. Prepare EDOC’s for part time faculty. Supervise ordering videos, and audio-visual equipment for part time faculty. Find office space for the part time faculty within the department or in the associate faculty area. Order computer access and email passwords for part time faculty. Collect papers, and assist faculty with make-up exams, returning videos, etc.

Greet students by telephone, email and in person. Provide them information about the programs available within the department. Search On-Line Apply Yourself Data Base for applicants. Organize files of applicants to the program. Actively monitor applications for status and contact applicants for missing materials. Prepare files to send to committees for approval. Once applicants are approved, send supporting documents to the Graduate Office and information packets to students. Assist Graduate Students with fee remission application when appropriate. Prepare EDOC’s for grad student stipends. Assist students obtain authorization codes, computer system passwords, health insurance information and etc. Maintain database and files of current and former students to include address, phone number, email address.

Support department's Advisory Council and Executive Committee in their advisory and governance capacities. Support of adjunct faculty in preparation of course materials (syllabi, readings, etc.) and in orientation to campus and paperwork for appointments.

Required: High School, plus 18 months administrative clerical experience. College or business college degree preferred.

General office procedures, word processing; calculator and computer operations; accounting; spreadsheet creation, good verbal and written communications skills, interpersonal and organizational skills; attention to detail; versatility with Microsoft Word, Excel, Access and PowerPoint.