Part-Time Administrative Assistant

Indiana University; Indianapolis (IN); On-site; USD 21,000 - 28,000; Part time

Benefits offered by this job

Comprehensive medical and dental保险

Health Savings Account contribution

Tuition subsidy for IU courses

Generous paid holidays

Paid leave for new parents

Employee assistance program (EAP)

Job summary

Indiana University in Indianapolis is seeking an Administrative Assistant to support the CTSI programs. The role involves scheduling, preparing materials, and handling travel reimbursements while upholding standard administrative practices.

Required is a high school diploma or equivalent and at least 2 years of relevant experience; 3 years preferred. Strong organization, confidentiality, and communication skills are essential for success in this team-based environment.

Qualifications

• Requires 2 years of relevant administrative experience; 3 years preferred.
• Excellent organizational skills and ability to maintain confidentiality.
• Strong verbal communication and listening abilities; manage multiple priorities.

Responsibilities

• Prepares, formats, and distributes minutes, correspondence, reports, presentations, agendas, and other documents.
• Maintains records, files, and shared resources with accuracy and timely follow-up.
• Responds to routine administrative inquiries and supports internal/external communications.
• Coordinates travel arrangements and reimbursement documentation per university policies.
• Processes out-of-pocket and travel reimbursements.
• Identifies opportunities to improve administrative processes and supports office operations.
• Provides administrative coverage for other staff as needed.
• Operates business software to prepare correspondence, reports, and minutes.

Skills

Excellent organizational skills

Confidentiality

Verbal communication

Listening skills

Multitasking

Timeliness / deadline management

Education

High school diploma or equivalent

Job description

CLINICAL TRANSLAT SCI (CTSI) (IN-DMCT-IUINA)

The Administrative Assistant provides administrative support to a variety of professionals within the Indiana Clinical and Translational Sciences Institute (CTSI) programs as needed, including scheduling recurring and individual meetings and preparing materials such as reports, communications, and spreadsheets. Additional responsibilities for this position may include managing travel and reimbursement requests after obtaining appropriate approvals and participating in the development and implementation of administrative standards and guidance for the Indiana CTSI.

Department-Specific Responsibilities

• Prepares, formats, and distributes minutes, correspondence, reports, presentations, agendas, meeting materials, and other office documents.
• Maintains departmental records, files, and shared resources while ensuring accuracy, organization, confidentiality, and timely follow-up on assigned tasks and deadlines.
• Responds to routine administrative inquiries and supports communications with internal and external stakeholders.
• Coordinates travel arrangements and reimbursement documentation for department leadership and staff in accordance with university policies.
• Processes out-of-pocket and travel reimbursements.
• Identifies opportunities to improve administrative processes and supports efficient office operations.
• Performs general administrative and operational support duties as assigned.
• Provides administrative coverage for other administrative staff, when positions are vacant, vacation, and sick coverage.
• Performs other duties as assigned.
• 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, intranet, 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

• 2 years of relevant experience.

Preferred

• 3 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.

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.

Indianapolis, Indiana

20 - 25 hours per week

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: Part Time Employee

FLSA: Nonexempt

Job Function: Part Time Employee

Job Family: Part Time Employee

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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