Administrative Assistant, Office of Enrollment Management

The Office of Enrollment Management (OEM) at Indiana University Bloomington is dedicated to attracting, enrolling, and supporting a community of talented students. OEM integrates strategic planning, data-informed decision-making, and collaborative partnerships across campus to create a seamless student experience.

Department-Specific Responsibilities

• Maintains high standards of tact, diplomacy, confidentiality, and discretion while working with sensitive information.
• Provides comprehensive administrative support, including calendar management, conference registrations, phone coverage, and preparation of correspondence, reports, and presentations.
• Manages all travel-related responsibilities, including arranging travel, processing travel documents, and handling reimbursements.
• Organizes and supports staff events, trainings, orientations, and recurring cross-functional meetings involving multiple units and stakeholders.
• Serves as a professional liaison with students, staff, faculty, alumni, donors, and external partners to support smooth communication and operations.
• Exercises sound judgment in managing inquiries, resolving issues, conducting research, and interpreting complex information to inform decisions and recommendations.
• Serves as a professional liaison with students, staff, faculty, alumni, donors, and external partners to support smooth communication and operations.
• Supports advancement and donor stewardship activities by preparing correspondence, maintaining interaction records, managing gift and scholarship documentation, and ensuring compliance and reporting accuracy.
• Utilizes advancement and engagement systems to document interactions, generate reports, and maintain accurate donor, scholarship, and designation-related data.
• Coordinates management of the department's Foundation account (under fiscal office direction) and maintain associated databases and documentation.
• Maintains budget records by gathering and compiling financial data; assists with building models from historical and current information; performs preliminary breakdown analysis, and examination of statistical and/or historical data.
• Maintains operational procedures, reference materials, and shared documentation for internal and external partners in accordance with university policies.
• Independently manages special projects while ensuring all operations align with university policies and promote a cooperative, collegial environment.

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)

Work Experience

• Required: 4 years of relevant experience.

Skills

• 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.

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
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

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
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Career Level: Mastery
FLSA: Nonexempt

Job Function: General Administration
Job Family: Administrative Support