Senior Administrative Assistant

About the role

The Senior Administrative Assistant provides administrative support to staff and faculty members of the Teacher Education and Mathematical Sciences Departments and College Administration.

Responsibilities

• Aid in the preparation of correspondence, forms, reports, and memos;
• Handle mailings as needed;
• Act as the office receptionist;
• Take messages, schedule appointments, answer inquiries, submit work orders, and deliver or distribute mail and packages;
• Perform routine clerical duties such as scanning and copying student materials, collecting and scanning syllabi, originating and maintaining advising folders for students, and ordering textbooks;
• Assist with the preparation of academic schedules (classes and student advising), scheduling classes or rooms, entering into Banner, reporting changes to the Registrar’s Office, creating and maintaining the Faculty Load Productivity report (FLP) in Banner, entering faculty office hour schedules, and posting them on the department’s webpage;
• Communicate with students daily, helping to resolve issues, problems, and situations that may arise; answer student questions regarding school policy, faculty availability, and general university procedures;
• Order and maintain inventory of office supplies and forms;
• Train new Administrative Assistants in the college and provide ongoing support to those staff as needed;
• Assist with college recruitment activities as needed, including mailings, preparation of materials, and purchasing.

Requirements

• High School diploma or GED and two years of office experience, or an equivalent combination of education and experience;
• Strong time management, interpersonal, written, and oral communication skills;
• Ability to work with a diverse group of internal and external individuals;
• Proficiency with personal computers, word processing software, spreadsheets, electronic mail, multi-line phone systems, and document imaging systems;
• Professional working knowledge of multiple software packages, including Windows 11;
• Banner software experience is preferred.

Functional Requirements

• Remaining in a stationary position at a desk or workstation for extended periods of time for the majority of assigned duties;
• Physical access to other workstations, other departments, and meeting rooms on campus as required for coordination, trainings, and events;
• Using computers and computer systems to set up functions, enter data, retrieve and process information, and create documents;
• Retrieving information from written documents and from computers and computer-generated reports;
• Solving problems effectively and presenting a professional demeanor while meeting deadlines and achieving critical outcomes, even under demanding conditions such as multiple priorities and short-notice deadlines.

About USI

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits!

Benefits

• Affordable medical, dental, vision, life, and short term and long-term disability insurance plans;
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary;
• Full tuition fee waiver for employees/spouses and dependent children;
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service.

Application Process

To apply, click “Apply Now!” near the top right of this page to complete an application and upload application materials to the attention of the Search Committee Chair. Application materials should include a resume.

Contact

For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815. For disability-related accommodations, contact the Associate Director of Human Resources, Constance Hermann, at cjhermann1@usi.edu or (812) 461-5363.