Administrative Assistant, Biomedical and Applied Sciences

Indiana University; Indianapolis (IN); On-site; USD 30,000 - 32,000; Full time

Benefits offered by this job

Comprehensive medical and dental

Health savings account

Retirement plan with contributions

Tuition subsidy

Paid holidays

Generous paid time off

Employee assistance program

Job summary

The Indiana University School of Dentistry is seeking an Administrative Assistant in Indianapolis, Indiana. This role supports departmental faculty and leadership by managing various administrative processes, coordinating hiring and onboarding, and ensuring compliance with policies.

The ideal candidate will have a high school diploma and at least 4 years of relevant experience. This is an in-person position with a salary range of $22.00 - 23.50 per hour based on experience.

Qualifications

• 4 years of relevant experience required.
• Ability to maintain confidential information is crucial.
• Strong verbal communication and listening skills are essential.
• Excellent collaboration and team-building skills are needed.
• Excellent judgment and decision-making skills are necessary.
• Effective conflict management skills are required.

Responsibilities

• Manage complex administrative processes for the department.
• Coordinate recruitment and onboarding processes.
• Oversee schedules and meetings for department leadership.
• Ensure compliance with university policies and procedures.
• Reconcile departmental accounts for accuracy.
• Provide direct support to department leadership.

Skills

Organizational skills

Confidentiality

Verbal communication

Collaboration

Judgment

Conflict management

Education

High school diploma or equivalent

Job description

DENTISTRY-BIOMEDICAL & APPLIED (IN-DSOB-IUINA)

The Indiana University (IU) School of Dentistry has been advancing oral health in the state and beyond since 1879, when it was founded as the Indiana Dental College. Over the past 140 years, we've become a national leader in preparing oral health professionals, conducting innovative research that has an impact on patients and the profession, and providing patient-centered care.

The Department of Biomedical and Applied Sciences and its Division of Cariology are committed to advancing oral health through high-quality research, student education, and evidence-based practice. The department provides an environment that enhances students' understanding of cariology while promoting the latest scientific advances in caries management and prevention.

The Administrative Assistant serves as a key resource for department faculty, staff, and leadership by managing complex administrative processes, supporting recruitment and onboarding activities, coordinating faculty review and promotion processes, overseeing schedules and meetings, and ensuring compliance with university policies and procedures.

Department-Specific Responsibilities

• Serves as the primary point of contact for departmental operations, in a fast-paced academic environment.
• Coordinates recruitment, hiring, and onboarding processes for student employees, teaching assistants, research assistants, adjunct faculty, staff, volunteers, and other personnel.
• Coordinates the creation, configuration, and administration of exams and quizzes using ExamSoft. Tracks exam schedules and publish assessments according to established timelines.
• Supports annual faculty review processes by preparing documentation, tracking submissions, and coordinating review timelines.
• Manages promotion and tenure processes, including external reviewer coordination, document preparation, dossier management, compliance review, and communication with university stakeholders.
• Maintains faculty records and provides guidance regarding administrative procedures and academic processes.
• Provides direct administrative support to department leadership.
• Manages complex calendars, schedules meetings, coordinates Zoom and hybrid meeting logistics, and oversees annual review scheduling.
• Reconciles departmental accounts and monthly financial transactions to ensure accuracy and compliance with university policies. Acts a key member of department procurement process.
• Coordinates faculty and leadership travel arrangements, travel authorizations, and reimbursement processes.

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

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.

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.

IU School of Dentistry

Indianapolis, Indiana

This is an in-person position.

$22.00 - 23.50 per hour based on experience and internal equity.

8:00 a.m. to 5:00 p.m. Monday through Friday.

Benefits

• 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

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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