Administrative Assistant

Indiana University Bloomington; Bloomington (IN); On-site; USD 40,000 - 42,000; Full time

Benefits offered by this job

Medical and dental insurance

Health Savings Account (HSA)

Tuition subsidy for IU courses

Paid holidays and generous time off

Job summary

Indiana University Bloomington is seeking an intermediate-level Administrative Support professional to join the Earth and Atmospheric Sciences department in Bloomington, IN. The role provides confidential Chair/faculty support, schedules meetings, and handles payroll/HR tasks and course logistics.

A strong candidate will manage multiple priorities with discretion and professional communication. The position offers full-time hours, favorable benefits, and opportunities to contribute across

Qualifications

• High school diploma or equivalent required.
• 2 years of relevant experience.
• Excellent organizational skills and ability to handle confidential information.
• Strong verbal communication and listening skills.
• Ability to manage multiple priorities and maintain composure under pressure.

Responsibilities

• Provides confidential Chair/faculty support.
• Prepares meeting materials, donor acknowledgments, and tenure/promotion materials.
• Manages course scheduling, enrollment, room reservations, and cross-listed coordination.
• Handles payroll/HR support, visas, onboarding, and related admin tasks.

Skills

Organizational skills

Confidential information handling

Verbal communication

Judgment and decision making

Multitasking

Pressure management

Education

High school diploma or equivalent

Job description

EARTH AND ATMOSPHERIC SCIENCES (BL-GEOL-IUBLA)

The College of Arts and Sciences is the largest academic unit at Indiana University (IU) Bloomington. It is composed of 40 plus departments, 50 plus Centers, Programs, and Institutes, while also including the Eskenazi School of Art, Architecture and Design, the Hamilton Lugar School of Global and International Studies, and The Media School. Faculty in the College teach over 50 percent of the Indiana University (Bloomington) credit hours in 80 plus buildings on the Bloomington campus.

The breadth of our undergraduate and graduate teaching fosters geoscience education while providing exceptional learning opportunities. Our curriculum features foundation courses in core aspects of the geological sciences, complemented by specialized training in evolving subdisciplines. Many of our courses include fieldwork, most notably those taught at the Judson Mead IU Geologic Field Station , our permanent field campus in Montana.

Our discipline involves the interdisciplinary research and scientific study of the earth and planets. Within our subject area, specializations include biogeochemistry, geobiology, sedimentology and stratigraphy, geophysics, structural geology and tectonics, hydrogeology, economic geology and mineral and clay geology. Our work encompasses field-based, analytical, and theoretical research.

Our department offers Bachelor's of Science (B.S.) and Bachelor's of Arts (B.A.) degree programs, an honors undergraduate program, and Master's of Science (M.S.) and Doctor of Philosophy (Ph.D.) graduate degree programs centered on research dissertations. We partner with other campus programs for the B.S. degree in Environmental Sciences.

More information about the Department of Earth and Atmospheric Sciences.

Department Specific Responsibilities

• Provides confidential Chair/faculty support.
• Prepares team meeting materials, donor acknowledgments, and tenure/promotion materials.
• Manages course scheduling, enrollment monitoring, room reservations, cross-listed course coordination, and late drop/add requests.
• Provides local Payroll/HR support, including Kuali Time review, payroll voucher balancing, Human Resources Management System (HRMS)/ Kuali Financial System (KFS) eDocs, graduate appointments, I-9s, background checks, work authorization, onboarding, visa processes, and post-doc hiring entries.

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.

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

• 2 years of relevant experience.

Skills

• 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.

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.

Bloomington, Indiana

$19.23 per hour to $19.95 per hour or approximately $40,000 to $41,500 annually.

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: Intermediate

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

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.

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at [e-mail] or by visiting IUPD.

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