Administrative Assistant

OFC OF IU RESEARCH (UA-VPRO-IUINA)

Indiana University (IU) Research Indianapolis serves as a premier Research 1 (R1) urban hub, driving innovation across the health sciences; Science, Technology, Engineering, and Mathematics (STEM); and humanities. IU Research emphasizes translational and interdisciplinary research, ensuring that scientific breakthroughs are quickly converted into practical solutions for Indiana's economy and global health. Students at all levels are integrated into this culture of discovery, benefiting from hands-on programs to solve complex real-world challenges.

This position provides administrative support to Research Indianapolis (RSCH); the Institute for Human Health and Wellbeing (H2W); the Convergent Biosciences and Technology Institute (CBTI); the IU Indianapolis Arts and Humanities Institute (IAHI); and the Integrated Nanosystems Development Institute (INDI).

Department-Specific Responsibilities

• Maintains the calendars of multiple leaders by planning and scheduling meetings, conferences, teleconferences, and travel. Prioritizes and adjusts schedules based upon importance
• Manages a high volume of confidential correspondence and requests from internal and external stakeholders
• Independently manages priorities and projects, making sure they are on schedule and well-prepared
• Provides a wide range of operational and administrative support and assistance on related duties and tasks, including office supply inventory management, purchasing and procurement, expense reimbursements, travel coordination, as well as coordinating various events
• Manages multiple departmental group email accounts, addressing a variety of requests and needs promptly

General Responsibilities

• Provides administrative support to executives, exercising confidentiality, tact, and diplomacy
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately
• Manages executive's calendar, meetings, travel, correspondence, and budget
• Acts as informal resource for colleagues with less experience; responds to more complex or escalated inquiries
• Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided
• May perform other duties related to maintaining an internal website and/or working with social media

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED)

Required

WORK EXPERIENCE

• 4 years of relevant experience

Skills

Required

• Excellent organizational skills
• Demonstrates ability to maintain confidential information
• Strong verbal communication and listening skills
• Excellent collaboration and team building skills
• Demonstrates excellent judgment and decision making skills
• Effective conflict management skills

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Indianapolis, Indiana

$27.00 per hour

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

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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.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

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Telephone: 812-856-1234