Administrative Assistant

Job ID: 320470

Department

BIOLOGY (IN-BIOL-IUINA)

Department Information

Indiana University (IU) Indianapolis School of Science is a vital part of Indiana’s life, health, and technology industries and allows for unparalleled research and collaboration. We are home to 8 departments and programs representing many different aspects of the science world. Our faculty and staff are committed to excellence in teaching, research, and service.

Our faculty engage in cutting-edge research in a wide variety of fields, including biochemistry and molecular biology, clinical psychology, forensic science, pure and applied mathematics, and more.

We pride ourselves on our interdisciplinary approach, extensive undergraduate research opportunities, professional school placements, and service to our students. Our graduates are the life blood of an economy that needs innovative thinkers, contributing team members, and eager learners. Committed to having real impact in their work and community, our graduates emerge from the School of Science as well-rounded scientists whose experiences have prepared them to solve the problems of the future.

Job Summary

Department-Specific Responsibilities

• Manages the departmental office by coordinating all staff human resources, supporting the chairperson, serving as back-up for fiscal oversight, and ensuring adherence to departmental policies/procedures in order to keep the office operating smoothly while pursuing the department’s mission.
• Supports biology department faculty by coordinating record-keeping for potential and current students, acting as liaison with other departments, and supporting the graduate program mission within the department.
• Supports graduate students by providing assistance on paperwork related to IU standards such as admits, general advising, thesis documentation, deadline notifications, form entry in order for students to progress through programs successfully.
• Coordinates department hires and terms including freshman work program, adjunct hires, staff hire and student/temporary hires; grad stipends/fellowships as well as faculty summer pay.
• Approves bi-weekly timesheets, processes missed punches and assists with VISA applications on as-needed basis.

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 an 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.

Qualifications

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)

WORK EXPERIENCE

Required

• 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.

Working Conditions / Demands

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.

Work Location

IU Indianapolis Campus

Indianapolis, Indiana

This is an in-person position.

Benefits Overview

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.

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

Click here to learn more about Indiana University’s Job Framework.

Equal Employment Opportunity

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.

Contact Us

Request Support
Telephone: 812-856-1234

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