Administrative Assistant, Faculty Support

Department-Specific Responsibilities

• Provides advanced administrative support to faculty, department leadership, and academic programs, including coordinating travel arrangements, processing reimbursements, monitoring accounts, and reconciling procurement card transactions.
• Prepares and processes disbursement vouchers, direct vendor payments, purchase requests, and other financial documentation in accordance with university policies and procedures.
• Maintains departmental websites, faculty directories, course information, and other electronic resources utilizing university systems and software applications.
• Processes and maintains confidential student documentation related to clinical placements, site access requirements, and compliance records while ensuring adherence to Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA), and university guidelines.
• Assists faculty and staff with the preparation, organization, and tracking of departmental reports, faculty activity records, curriculum materials, and accreditation-related documentation.
• Creates, edits, and formats a variety of professional materials including presentations, posters, curriculum vitae, publications, reports, newsletters, and instructional resources using Microsoft Office and specialized software applications.
• Supports faculty scholarship, research, and publication efforts by assisting with manuscript preparation, formatting, editing, and submission activities.
• Utilizes university and departmental systems to maintain records, retrieve information, generate reports, and support daily academic and administrative operations.
• Coordinates departmental meetings, events, workshops, conferences, and special programs by managing scheduling, room reservations, catering arrangements, guest communications, and event logistics.
• Serves as a primary point of contact for faculty, staff, students, and external partners by responding to inquiries and facilitating communication across the department.
• Manages departmental audiovisual resources and monitor presentation systems and display equipment to support educational and departmental activities.
• Troubleshoots routine software, hardware, and office technology issues and coordinates with university support resources as needed.
• Orders, inventories, and maintains office and program supplies to ensure efficient departmental operations.
• Supports multiple faculty and administrative staff simultaneously, prioritizes competing deadlines, and exercises independent judgment in managing complex assignments.
• Participates in departmental projects and initiatives that support the academic, research, clinical, and operational goals of the department.
• Performs other related duties as assigned.

General Responsibilities

• Provides administrative support to a department or group of professionals, exercising confidentiality, tact, and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports.
• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
• Schedules and confirms appointments, meetings, and travel arrangements; tracks expenses.
• Participates in the development and implementation of administrative standards, policies and practices for the organization.
• May perform other duties related to maintaining an internal website and/or working with social media.

Education

High school diploma or equivalent (such as HSED or GED) required. 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.

Experience

Two years of relevant experience required. Experience with event planning and management preferred.

Skills

• Required: Excellent organizational skills; demonstrates ability to maintain confidential information; strong verbal communication and listening skills; demonstrates excellent judgment and decision making skills; ability to simultaneously handle multiple priorities; maintains composure under pressure.
• Preferred: Strong interpersonal and communication skills (written and oral); strong attention to detail; knowledge of Microsoft Word, Excel, Access (or other database program) and PowerPoint, desktop publishing programs; knowledge of University systems (i.e., Student Information System (SIS), IU Information Environment (IUIE), Financial Information System (FIS), Canvas and Publisher); ability to work under peak pressure periods; advanced software knowledge, in particular Excel and EndNote.

Pay

$40,000.00 – 43,000.00 per year based on experience.

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)