Administrative Generalist Coordinator

Indiana University; Bloomington (IN); Hybrid; USD 42,000 - 47,000; Full time

Benefits offered by this job

Medical and dental insurance

Health savings account (HSA)

Flexible spending accounts (FSAs)

Tuition subsidy

Job summary

Indiana University’s O’Neill School of Public and Environmental Affairs is seeking an experienced administrative professional to coordinate and provide high-quality support for faculty and academic units. The role emphasizes process improvement, event coordination, and cross-team collaboration in a hybrid work environment.

The position requires 4 years of relevant experience, strong written and verbal communication, and a commitment to privacy and professionalism.

Qualifications

• High school diploma or equivalent is required.
• 4 years of relevant experience.
• Proficient written and verbal communication.

Responsibilities

• Coordinates and provides guidance to a team of administrative professionals.
• Delivers advanced administrative support for faculty, programs, centers, and initiatives.
• Manages purchasing, payment processing, and expense tracking per policies.
• Supports admissions, onboarding, orientations, communications, and records management.
• Plans and coordinates meetings, conferences, and special events with budget tracking.
• Serves as a primary resource for faculty, staff, students, and external partners.

Skills

Proficient communication

Interpersonal skills

Organizational skills

Confidentiality

Judgement and decision making

Professionalism

Multitasking

Time management

Leadership

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

THE O'NEILL SCHOOL - BL SPEA (BL-SPEA-IUBLA)

The O'Neill School of Public and Environmental Affairs works to build a better world by stewarding the development of welcoming societies, democratic governance, and a healthy, sustainable environment. With partners across the public, private, and nonprofit sectors, we pursue education, scholarship, and civic engagement at the crossroads of policy, science, and management. We give our students the knowledge and skills to have a significant impact around the globe.

Our Values

• Excellence - Aiming to be the best in all that we do and developing the professional and personal capabilities necessary to improve the world through our work.
• Meaning and impact - Pursuing careers and service that add purpose and meaning to our lives, encouraging others to do so, and improving quality of life for individuals and societies.
• Ongoing learning - Continuously developing the skills, knowledge, experience, and sound judgment necessary for wise and informed decision-making.
• Well-being - Emphasizing the well-being and safety of individuals and the health of our natural environment as essential for thriving communities and well-functioning, just societies.

Department Specific Responsibilities

• Coordinates and provides guidance to a team of administrative professionals, ensuring consistent, high-quality support for faculty, academic units, and departmental operations.
• Delivers advanced administrative support for faculty, academic programs, centers, and departmental initiatives, including coordination of communications, meetings, reports, and operational activities.
• Manages purchasing, payment processing, and expense tracking while ensuring compliance with university policies and supporting efficient office operations.
• Supports student programs and academic initiatives by coordinating admissions, onboarding, orientations, communications, records management, and key program processes.
• Plans and coordinates meetings, conferences, workshops, guest visits, and special events while supporting project implementation, logistics, timelines, and budget tracking.
• Serves as a primary resource for faculty, staff, students, and external partners, providing exceptional service, interpreting policies, and identifying opportunities to improve administrative processes and operational effectiveness.

General Responsibilities

• Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow.
• Organizes office operations and procedures, such as creating Word or Excel files, bookkeeping, and preparation of payrolls, flow of correspondence, filing, requisition of supplies, and other office services.
• Oversees opening, sorting, and routing of incoming mail, answers correspondence and prepares outgoing mail.
• Purchases and maintains office supplies and equipment, as well as budget expense control.
• May be part of a team to select and train other staff and allocate tasks and assignments to lower-level appointed staff and monitor their performance.
• May assist with administrative needs related to the daily operations, planning, and implementation of various or multiple student services or department initiatives.
• May work on office projects engaging others to collaborate and accountable to see through completion.
• 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

• Proficient written and verbal communication skills.
• Effective interpersonal skills.
• Excellent organizational skills.
• Demonstrates ability to maintain confidential information.
• Demonstrates excellent judgment and decision making skills.
• Maintains a high degree of professionalism.
• Ability to simultaneously handle multiple priorities.
• Demonstrates time management and priority setting skills.
• Ability to lead/manage others.

Preferred

• Advanced knowledge/technical aptitude with Microsoft Office applications and ability to learn developing technology and software.
• Ability to synthesize data, policies, reports, or other information and communicate to various audiences for decision-making.
• Ability to take initiative/anticipate next steps needed to accomplish task/project/goal at hand.
• Ability to exercise sound judgment, professionalism, confidentiality, and strong customer service while supporting departmental and strategic objectives.

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.

1315 East 10th Street

Bloomington, Indiana 47405

This position is eligible for a hybrid schedule (mix between 1 remote workday and 4 in-person workdays), subject to change in the future based on university policy and business needs.

$42,236.80 - $47,236.80 and will be determined based on experience.

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: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Generalist

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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.

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

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.

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