Administrative Assistant

Indiana University (IU) Research Indianapolis serves as a premier Research 1 (R1) urban hub, driving innovation across the health sciences; Science, Technology, Engineering, and Mathematics (STEM); and humanities. IU Research emphasizes translational and interdisciplinary research, ensuring thatscientific breakthroughs are quickly converted into practical solutions for Indiana's economy and global health. Students at all levels are integrated into this culture of discovery, benefiting from hands-on programs to solve complex real-world challenges.

Job Summary

Thisposition provides administrative support to Research Indianapolis (RSCH); the Institute for Human Health and Wellbeing (H2W); the Convergent Biosciences and Technology Institute (CBTI); the IU Indianapolis Arts and Humanities Institute (IAHI); and the Integrated Nanosystems Development Institute (INDI).

Department-Specific Responsibilities

• Maintains the calendars of multiple leaders by planning and scheduling meetings, conferences, teleconferences, and travel. Prioritizes and adjusts schedules based upon importance
• Manages a high volume of confidential correspondence and requests from internal and external stakeholders
• Independently manages priorities and projects, making sure they are on schedule and well-prepared
• Provides a wide range of operational and administrative support and assistance on related duties and tasks, including office supply inventory management, purchasing and procurement, expense reimbursements, travel coordination, as well as coordinating various events
• Manages multiple departmental group email accounts, addressing a variety of requests and needs promptly

• 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

• 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

• 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)

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