Administrative and Project Coordinator (Administrative Assistant)

Indiana University Indianapolis; Indianapolis (IN); On-site; USD 10,000 - 60,000; Full time

Job summary

Join a forward-thinking institution as an Administrative Assistant, where you'll provide essential support to Research Development leaders. This role involves managing communications, organizing workflows, and collaborating with faculty to enhance research initiatives. You'll play a key part in ensuring smooth operations, maintaining confidentiality, and contributing to a vibrant academic community. If you thrive in a dynamic environment and are passionate about supporting research efforts, this opportunity is perfect for you. Enjoy a comprehensive benefits package and the chance to make a meaningful impact in higher education.

Benefits

Comprehensive Medical and Dental Insurance

Health Savings Account

Flexible Spending Accounts

Retirement Plan with Contributions

Tuition Subsidy

Paid Holidays

Generous Paid Time Off

Employee Assistance Program

Qualifications

• 4 years of relevant experience in administrative support.
• Ability to maintain confidentiality and manage multiple tasks.

Responsibilities

• Provides administrative support for Research Development leaders.
• Manages travel, expense reporting, and office supplies.

Skills

Organizational Skills

Confidentiality

Verbal Communication

Team Collaboration

Judgment and Decision Making

Conflict Management

Education

High School Diploma or Equivalent

Bachelor's Degree

Tools

Business Software Applications

Job description

RESEARCH DEVELOPMENT (UA-RSDE-IUINA)

Research Development Services (RDS) within the IU Research Office for Research Development comprises 3 primary functions: Corporate and Foundation Relations, Proposal Development Services, and Pre-Award Services. RDS provides targeted support to faculty pursuing strategic external funding. RDS facilitates connections with funders, aligns faculty strengths with funding priorities, and supports proposal development, submission, reporting, and stewardship. RDS collaborates closely with proposal-focused partners across IU, including the CTSI, Institute for Advanced Study, Social Science Research Commons, and departmental grant staff, to enhance institutional competitiveness.

The Office for Research Development within IU Research at Indiana University seeks a highly skilled and organized Administrative Assistant to provide broad administrative support for Research Development leaders at IU.

Department-Specific Responsibilities

• Reports to the Assistant Vice President for Research Development Services.
• Provides administrative support for directors of Corporate and Foundation Relations (CFR), Proposal Development Services (PDS), and Pre-Award Services (PAS).
• Ensures smooth operation of Research Development Services (RDS), collaborating with RDS Program Management Specialist and directors of CFR, PDS, and PAS to organize and enhance RDS workflow.
• Works alongside IU Research Administrative Support Staff, contributing to broader support and programming initiatives.
• Produces communications, reports, and other deliverables and assist with record-keeping and filing.
• Meets regularly with AVP and directors to review activities and protocols across all Research Development Services initiatives and assist with task completion, scheduling necessary meetings and assisting with other required correspondence and deliverables.
• Manages travel and expense reporting for Research Development Services leadership.
• Manages office supplies and equipment and coordinate internal and external resources to expedite workflow.
• Works closely with RDS Program Management Specialist to manage calendar and staff Research Development Services events.
• Maintains and enhances a protocol for tracking activity across all Research Development Services teams; work with CFR, PDS, and PAS teams, PIs, and key partners including the Office for Research Administration (ORA) and the IU Foundation to manage ongoing reporting and stewardship.
• Supports faculty development by distributing funding opportunities, meeting with faculty across the university, developing programming, and working with research offices to plan and develop programs designed to increase support for research.
• Participates in shared responsibilities among IU Research administrative staff, which may include supporting coverage during paid time off and medical leaves, serving as a building liaison point of contact, etc.
  
  

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)
  
  

Preferred

• Bachelor's degree
  
  

Required

WORK EXPERIENCE

• 4 years of relevant experience
  
  

Skills

Required

• 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
  
  

Preferred

• Knowledge of Indiana University's academic community and faculty achievements
• Highly organized with excellent project management skills, able to manage multiple activities concurrently and meet deadlines consistently
• Ability to work collaboratively with faculty, administrators, and other stakeholders across the university
• Strong attention to detail and a commitment to maintaining the highest standards of quality and accuracy in all written materials
  
  

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.

Indianapolis, Indiana or Bloomington, Indiana

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
• 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)
  
  

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

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This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

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