Administrative Assistant I

Indiana State University; Terre Town (IN); On-site; USD 17,000 - 25,000; Full time

Job summary

Indiana State University in Terre Haute, IN seeks a capable administrative support specialist to assist University personnel with daily operations. Under direct supervision, you will schedule meetings, manage records, and prepare documents.

Strong customer service and multitasking abilities are essential, with a focus on accuracy and collaboration. The role requires a High School diploma or GED (or higher) and 1-2 years of experience; an Associate’s or Bachelor’s degree is welcome.

Qualifications

• High school diploma or GED required; 1-2 years of experience preferred.
• Associate’s or Bachelor’s degree at time of hire can be considered.
• Strong customer service and interpersonal skills required.

Responsibilities

• Schedules appointments, meetings, and travel.
• Researches files and records.
• Prepares and proofs correspondence, reports, and other documents.
• Purchases equipment and supplies and maintains inventory.
• Organizes departmental events and prepares invitations and agendas.
• Maintains the departmental website and databases.
• Verifies and processes time records for students and part-time staff.
• Supports supervisor with financial controls of departmental accounts.

Skills

Customer service

Interpersonal skills

Organizational skills

Planning

Teambuilding

Problem solving

Education

High School diploma or GED

Associate’s or Bachelor’s degree

Job description

Please see Special Instructions for more details.

Candidates must be eligible to work in the U.S. for other than practical training. The university will not provide visa sponsorship for this position.

About the Institution

Indiana State University is a Tier 2 national University with a Carnegie classification of doctoral/research. Nationally ranked and accredited, we are in Terre Haute, IN and have been recognized by the Princeton Review and the Wall Street Journal among the best universities in the Midwest. Indiana State is one of the most diverse college campuses in Indiana and home to a welcoming community of students, faculty, and staff representing nearly every U.S. state and 36 countries around the world.

Our beautiful, active, pedestrian-friendly campus is located within walking distance of local shops, restaurants, and activities in Terre Haute’s historic downtown district. Situated near the Indiana-Illinois border, we are located 70 miles southwest of Indianapolis and within a few hours of major metropolitan centers in St. Louis, Chicago, and Louisville. On campus, there are 160 student-run organizations, an expansive Student Recreation Center, a Performing Arts Series, and University Speakers Series, among other attractions. Indiana State Athletics, known as the “Fighting Sycamores,” fields 15 NCAA Division I athletic teams in the Missouri Valley Conference.

Ranked nationally for social mobility, Indiana State University transforms the lives of our students through experiential learning, community engagement, and career readiness, serving as a dynamic educational partner for businesses and industries throughout the Midwest. Our faculty provide instruction in small class sizes that provide opportunities for personalized instruction and feedback. Indiana State supports and recognizes faculty research and scholarship, providing an internal grants resource pool and other forms of support, and awarding faculty research honors each spring. Indiana State University is a place of belonging where students, faculty, and staff learn, thrive, and grow together.

Indiana State University is an equal opportunity employer, and we are committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our employment application process.

Candidates must be eligible to work in the U.S. for other than practical training. The university will not provide visa sponsorship for this position.

Job Title

Department

Department Biology

Work Schedule

M-F 8 am to 4:30

Notice of Vacancy Number

Notice of Vacancy Number 26-00208

Desired Start Date

Desired Start Date 09/21/2026

Open Date

Open Date 09/02/2026

Close Date

Close Date 09/17/2026

Open Until Filled No

Job Category

Job Category Staff-Non-Exempt

Job Type

Job Type Staff - Full-Time

Pay Grade

Pay Grade 5

Hourly Rate or Salary Range

Hourly Rate or Salary Range $15.30/hr

Benefits Associated with this Position

• Sick Leave: Accrues at a rate of 12 days per fiscal year with unlimited accumulation.
• Life Insurance: The coverage amount is based on two and one-half times appointment salary rounded up to the next whole thousand with a maximum coverage of $100,000 and includes the same amount of Accidental Death and Dismemberment benefits. The University currently pays the entire cost of coverage.
• Medical, Dental and Prescription Drug Coverage: The cost of coverage is shared between employees and the University. Rates are determined by participation in Wellness Program and use of tobacco products. Coverage is available on the first of the month following appointment date.
• Public Employees Retirement Fund ( PERF ): The employee share of three (3) percent is paid by ISU . The employer ( ISU ) share is actuarially determined annually by the State of Indiana. There is no cost to the employee. A minimum of ten (10) years of service is required for PERF vesting. PERF has several investment options from which to choose. Note: For individuals who are receiving PERF Retirement, contributions may not be made.
• TIAA Auto Enroll: New employees are automatically enrolled in a tax deferred retirement program at hire: three (3) percent is deducted before taxes for the program to facilitate retirement planning. Employees may opt out of the program within 90 days.
• Long Term Disability Coverage: Employees are eligible after three (3) years of continuous, regular employment with the University. This policy guarantees approved disabled employees a 66 2/3 percent income protection (from all sources) after 180 days of continuous total disability. Immediate participation is available for current members of a comparable group disability insurance program within 90 days prior to ISU employment and that would have provided income protection upon disability for at least five years.
• Fee Waiver Program: For the employee, spouse and dependent children: Staff may enroll in up to 18 hours of course work each academic year at a reduced rate. Spouses may enroll in 15 semester hours each academic year with 80% of qualified tuition waived. Dependent children of regular full-time staff who are full-time degree seeking undergraduate students at ISU may receive a fee waiver of 80% of qualified tuition for up to a total of ten (10) semesters.
• Vacation: Employee accrues 12-20 vacation days per year based upon years of service.
• Convenience Day: Employees have one per fiscal year to use.

Optional Benefits

• Voluntary Life Insurance: Additional amounts of life insurance may be purchased on employee, spouse and dependent children.
• Voluntary Vision Plan: May enroll within the first 31 days of employment date.

Job Summary/Basic Function

Under direct supervision, provides general administrative support activities to University personnel.

Specific Responsibilities

Required Relevant Education & Experience

Education: High School diploma or GED; Experience: 1-2 Years. Will consider student assistants or graduate assistants who have worked in a business or college/university office. OR Education: Associate’s or Bachelor’s degree at time of hire.

Required Field(s) of Study

NA

Preferred Relevant Education and Experience

Supervisory Responsibilities

Supervisory Responsibilities Has authority or responsibility for the supervision of student workers or graduate assistants only.

Required Certificates, Licenses and Registrations

Other Required Certificates, Licenses and Registrations

Preferred Certificates, Licenses and Registrations

Preferred Other Certificates, Licenses and Registrations

Knowledge, Skills and Abilities

Knowledge, Skills and Abilities Able to adapt to change, Able to learn and retain information, Able to multitask, Able to plan, organize, and implement projects in a timely manner, Able to read English, understand, and follow verbal and written instructions, Able to work both independently and collaboratively, Able to work carefully and politely around others, Able to work well with others, Attention to detail, Demonstration of high ethical standards, integrity, professionalism, politeness, and courteousness, Excellent customer service skills, Excellent interpersonal, organizational, planning, teambuilding and problem solving skills, Willing to interact with students, Work effectively with a diverse community

Other Knowledge, Skills and Abilities

Qualifications & Disclaimer

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The information on this description is designed to indicate the general nature and level of work performed by employees within the classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

NCAA Guidelines

All employees and staff of ISU are bound by all NCAA , Missouri Valley Conference and institutional rules and regulations pertaining to intercollegiate athletics and must conduct themselves in accordance therewith. For more complete information on the duties and obligations of ISU employees and staff in this regard, employees and staff should contact the Compliance Office in the ISU Athletic Department.

No ISU employee (whether paid or a volunteer) shall knowingly influence others to furnish the NCAA or an ISU investigator/compliance officer false or misleading information concerning an individual’s involvement in or knowledge of matters relevant to a possible violation of an NCAA regulation. Failure to abide by this term of employment shall constitute unethical conduct as defined by the NCAA and may result in immediate suspension and/or termination of the employment relationship with ISU .

Position Reappointment Required

Position Reappointment Required No

Job Duties

Essential Duties and Responsibilities

Schedules appointments, meetings, and travel.

Researches files and records.

Prepares and proofreads correspondence, reports, and other documents as requested.

Purchases equipment and supplies, maintains an inventory of office supplies, and utilizes the appropriate process to pay for goods or services purchased by the department.

Organizes and conducts departmental events, as directed, by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets.

Creates brochures and newsletters.

Maintains and updates the departmental website and databases.

Verifies and processes student and part-time employee time records.

Schedules conference rooms, and maintains security of equipment, files, and records.

Assists the supervisor to varying degrees in maintaining financial control of departmental accounts.

Performs other duties as assigned.

Required Documents

• Resume
• Cover Letter/ Letter of Application
• References

Optional Documents

• Letters of Recommendation
• Undergraduate Transcript
• Master's Transcript
• Other Transcript

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Do you possess a High School diploma or GED with 1-2 years of experience, or will you possess an Associate’s or Bachelor’s degree at the time of hire?
  • Yes
  • No