Administrative Assistant, Biomedical and Applied Sciences

Indiana University (IU) School of Dentistry has been advancing oral health in the state and beyond since 1879. The Department of Biomedical and Applied Sciences and its Division of Cariology are committed to advancing oral health through high-quality research, student education, and evidence-based practice.

About the role

The Administrative Assistant serves as a key resource for department faculty, staff, and leadership by managing complex administrative processes, supporting recruitment and onboarding activities, coordinating faculty review and promotion processes, overseeing schedules and meetings, and ensuring compliance with university policies and procedures.

Responsibilities

Department-Specific Responsibilities

• Serves as the primary point of contact for departmental operations in a fast-paced academic environment.
• Coordinates recruitment, hiring, and onboarding processes for student employees, teaching assistants, research assistants, adjunct faculty, staff, volunteers, and other personnel.
• Coordinates the creation, configuration, and administration of exams and quizzes using ExamSoft; tracks exam schedules and publishes assessments according to established timelines.
• Supports annual faculty review processes by preparing documentation, tracking submissions, and coordinating review timelines.
• Manages promotion and tenure processes, including external reviewer coordination, document preparation, dossier management, compliance review, and communication with university stakeholders.
• Maintains faculty records and provides guidance regarding administrative procedures and academic processes.
• Provides direct administrative support to department leadership; manages complex calendars, schedules meetings, coordinates Zoom and hybrid meeting logistics, and oversees annual review scheduling.
• Reconciles departmental accounts and monthly financial transactions to ensure accuracy and compliance with university policies.
• Acts as a key member of the department procurement process.
• Coordinates faculty and leadership travel arrangements, travel authorizations, and reimbursement processes.

General Responsibilities

• Provides administrative support to executives, exercising confidentiality, tact, and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, and minutes.
• 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 business efficiencies.
• May perform duties related to maintaining an internal website and/or working with social media.

Requirements

• High school diploma or equivalent (such as HSED or GED).
• 4 years of relevant experience.

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.

Skills

• Excellent organizational skills.
• Ability to maintain confidential information.
• Strong verbal communication and listening skills.
• Excellent collaboration and team-building skills.
• Excellent judgment and decision-making skills.
• Effective conflict management skills.
• Ability to operate a computer and other standard office productivity equipment.

This role requires 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.

Pay

$22.00 - 23.50 per hour based on experience and internal equity.

Schedule

8:00 a.m. to 5:00 p.m., Monday through Friday.

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).