Administrative Coordinator (Administrative Assistant)

Indiana University Northwest; Indianapolis (IN); On-site; USD 39,000 - 47,000; Full time

Benefits offered by this job

Health insurance

Tuition subsidy

Paid holidays

Job summary

Indiana University Northwest seeks an Administrative Specialist to support the Office of Housing and Residence Life in Indianapolis. This role provides administrative support, manages communications, and coordinates with vendors and campus partners.

Responsibilities include data reporting, resource inventory, scheduling, and maintaining project communications. The position emphasizes confidentiality, tact, and the ability to handle multiple priorities.

Qualifications

• High school diploma or GED required.
• At least 2 years of relevant experience.
• Excellent organizational and communication skills.

Responsibilities

• Provides administrative support to a department or group of professionals, exercising confidentiality, tact, and diplomacy.
• Utilizes business software to prepare correspondence, reports, agendas, minutes, etc.; compiles data for expense and statistical reports.
• Receives, screens, and directs calls, visitors, mail, and email promptly and accurately.
• Schedules and confirms appointments, meetings, and travel arrangements; tracks expenses.
• Maintains internal standards, policies, and practices for the organization.
• May perform duties related to maintaining an internal website and/or social media.

Skills

Excellent organizational skills

Confidential information handling

Strong verbal communication

Good judgment and decision making

Multitasking

Composure under pressure

Education

High school diploma or GED

Job description

The Office of Housing and Residence Life, within the Division of Student Affairs, provides housing for 2,400 residents offering students an on-campus urban living experience. We create living environments designed to foster educational success and personal growth through social and academic programs, events, and numerous leadership opportunities. On-campus housing communities create a sense of belonging and fellowship that comes with living on-campus among a community of peers. Housing and Residence Life also serves a wide range of campus and community partners through summer conferences and guest housing that directly impact employer recruitment efforts across the city and support engagement and college prep efforts to support student success and recruitment.

Job Summary

Department-Specific Responsibilities

• May develop submission of feedback forms
• Analyzes basic data and reports on findings
• Serves as the point of contact for outside vendors; liaises and provides accurate information
• Manages and inventory physical resources; coordinates shared use and resource maintenance
• Maintains clear, timely, and accurate communication with internal and external parties for projects or initiatives

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
• May perform other duties related to maintaining an internal website and/or working with social media

Qualifications

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

• 2 years of relevant experience

SKILLS

Required

• 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

Working Conditions / Demands

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.

Additional Information

This position is not eligible for visa sponsorship.

Work Location

Indianapolis, Indiana

Advertised Salary

$43,014.40 annually

Benefits Overview

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

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.