Administrative Assistant, Office of Enrollment Management

Indiana University; Bloomington (IN); On-site; USD 40,000 - 55,000; Full time

Job summary

Indiana University Bloomington is seeking an experienced Administrative Support professional for the Office of Enrollment Management. The role involves confidential handling of information, calendar management, travel coordination, and liaison duties with students, staff, faculty, alumni, and donors.

Responsibilities include preparing correspondence, reports, and presentations, organizing meetings, and supporting retention initiatives.

Qualifications

• High school diploma or equivalent required.
• 4 years of relevant experience required.
• Excellent organizational and communication skills required.

Responsibilities

• Maintains high standards of tact, diplomacy, confidentiality, and discretion with sensitive information.
• Provides comprehensive administrative support, including calendar management, conference registrations, phone coverage, and preparation of correspondence, reports, and presentations.
• Manages travel-related responsibilities, including arranging travel, processing travel documents, and handling reimbursements.
• Organizes and supports staff events, trainings, orientations, and recurring cross-functional meetings.
• Serves as a professional liaison with students, staff, faculty, alumni, donors, and external partners to support smooth communication and operations.

Skills

Organizational skills

Confidentiality

Verbal communication

Team collaboration

Judgment & decision making

Conflict management

Education

High school diploma or equivalent

4 years of relevant experience

Job description

Department

ENROLLMENT MANAGEMENT (BL-OES-IUBLA)

Department Information

The Office of Enrollment Management (OEM) at Indiana University(IU) Bloomington is dedicated to attracting, enrolling, andsupporting a community of talented students from Indiana, acrossthe nation, and around the world. OEM integrates strategicplanning, data-informed decision-making, and collaborativepartnerships across campus to create a seamless student experiencefrom first contact through graduation. Through its unitsAdmissions, Scholarships, the Registrar, Student FinancialAssistance, Student Central, Orientation and Enrollment Programs,Retention, Planning and Research, Enrollment Marketing andCommunications, Administration and Fiscal Affairs, and DevelopmentOEM advances the university's mission by fostering access,belonging, and student success while upholding IU Bloomington'stradition of academic excellence and public service. Administration and Fiscal Affairs serve as the operational backboneof the Office of Enrollment Management (OEM), supporting fiscalplanning, human resources, and facilities management. Thiscross‑functional team ensures that resource allocation and internalcontrols align with federal, state, university, and IU Foundationpolicies, enabling OEM to deliver on its mission of access,belonging, and student success.

Job Summary

Department‑Specific Responsibilities

• Maintains high standards of tact, diplomacy, confidentiality,and discretion while working with sensitive information.
• Provide comprehensive administrative support, includingcalendar management, conference registrations, phone coverage, andpreparation of correspondence, reports, and presentations.
• Manages all travel‑related responsibilities, includingarranging travel, processing travel documents, and handlingreimbursements.
• Organizes and support staff events, trainings, orientations,and recurring cross‑functional meetings involving multiple unitsand stakeholders.
• Serves as a professional liaison with students, staff, faculty,alumni, donors, and external partners to support smoothcommunication and operations.
• Exercises sound judgment in managing inquiries, resolvingissues, conducting research, and interpreting complex informationto inform decisions and recommendations.
• Supports advancement and donor stewardship activities bypreparing correspondence, maintaining interaction records, managinggift and scholarship documentation, and ensuring compliance andreporting accuracy.
• Utilizes advancement and engagement systems to documentinteractions, generate reports, and maintain accurate donor,scholarship, and designation‑related data.
• Provides administrative support for student retentioninitiatives, including meeting preparation, shared filemaintenance, and research support.
• Coordinates management of the department's Foundation account(under fiscal office direction) and maintain associated databasesand documentation.
• Maintains budget records by gathering and compiling financialdata; assists with building models from historical and currentinformation; performs preliminary breakdown analysis, andexamination of statistical and/or historical data.
• Maintains operational procedures, reference materials, andshared documentation for internal and external partners inaccordance with university policies.
• Independently manages special projects while ensuring alloperations align with university policies and promote acooperative, collegial environment.

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 internalwebsite and/or working with social media.

Qualifications

Combinations of related education and experience may beconsidered. Education beyond the minimum required may besubstituted for work experience. Work experience beyond the minimumrequired 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 makingskills.
• Effective conflict management skills.

Working Conditions / Demands

This role requires the ability to effectively communicate and tooperate a computer and other standard office productivityequipment. The position involves sedentary work as well as periodsof time moving around an office environment and the campus. Theperson in this role must be able to perform the essential functionswith or without an accommodation.

Work Location

Office of Enrollment Management

408 North Union St.

Bloomington, Indiana

Advertised Salary

$45,000 annually

Benefits Overview

For full-time staff employees, Indiana University offers a widearray 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, criticalillness, and supplemental accidental death & dismembermentinsurance
• Base retirement plan with generous IU contributions, subject tovesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IUcourses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU‑sponsored volunteerevents
• Employee assistance program (EAP)

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

Posting Disclaimer

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

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

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

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policystatements, crime and fire statistics for all Indiana Universitycampuses, 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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