Indiana University · 1 day ago
Administrative Assistant
Indianapolis, IN
Full-time
Onsite
Mid Level
4+ years expIndiana University is a vital part of Indiana's life, health, and technology industries, committed to excellence in teaching, research, and service. The Administrative Assistant role supports the Department Chair and faculty with various administrative tasks, ensuring smooth operations and compliance with university guidelines.
Higher Education
Responsibilities
Manages the departmental office, including student office workers, and support the Chair in daily operations
Adheres to Departmental, School and University policies/procedures
Maintains departmental files and serve as the main contact for information and procedures
Reviews and reconciles department and grant accounts; ensure compliance with sponsor and university guidelines
Processes hires for adjuncts, staff, and student employees; coordinate stipends, fellowships, and summer pay
Approves bi-weekly timesheets
Processes graduate student tuition remission, student visas, and collaborate with the graduate coordinator to monitor graduate student degree progression
Coordinates visa applications and travel for visiting scholars
Prepares correspondence, reports, and meeting materials; manage calendars, and communication
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
Qualification
Required
High school diploma or equivalent (such as HSED or GED)
4 years of relevant experience
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
Benefits
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)
Company
Indiana University
Indiana University looked for ways to promote innovation while assisting students in building better futures.
10001+ employees
H1B Sponsorship
Indiana University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (187)
2024 (146)
2023 (127)
2022 (119)
2021 (81)
2020 (79)
Funding
Current Stage
Late StageLeadership Team
Nancy Paton
Vice President & Chief Communications and Marketing Officer
Aaron Neal
Deputy CIO
Recent News
Inside INdiana Business
2026-01-13
2025-10-31
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