Administrative Assistant, Office of Student Services

About the role

The Administrative Assistant supports the Office of Student Services and the Executive Associate Dean for Clinical Academic Programs in the IU School of Nursing. Located in Indianapolis, this role plays a crucial role in managing complex schedules, event logistics, and serving as the primary liaison for faculty, students, and visitors.

Responsibilities

• Provides high-level administrative support to the Office of Student Services and the Executive Associate Dean for Clinical Academic Programs.
• Maintains complex calendars, travel arrangements, correspondence, and scheduling for academic leadership.
• Serves as the primary point of contact for students, faculty, staff, and external constituents, delivering exceptional customer service and support.
• Captures and coordinates office operations, including office coverage, student employee support, conference room scheduling, supply procurement, and mail distribution.
• Coordinates event logistics, including speaker arrangements, catering, honorariums, and invoice processing.
• Supports special projects, conducts research, and provides analysis to support departmental initiatives and decision-making.
• Maintains confidentiality while exercising independent judgment to prioritize competing deadlines and resolve routine inquiries.
• Performs additional duties as assigned in support of the School of Nursing's mission and student success.

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.

Education and Experience

• Required: High school diploma or equivalent (such as HSED or GED)
• 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

Pay and Schedule

$45,000 - $50,000 annually

Benefits

This role is eligible for 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)