Part-Time Administrative Support Coordinator

Indiana University; Indianapolis (IN); On-site; USD 12,000 - 16,000; Part time

Benefits offered by this job

Medical and dental insurance

Tuition subsidy for IU courses

Paid holidays and generous PTO

Job summary

Indiana University School of Medicine (IUSM) is seeking a part-time administrative support in the Service Learning Coalition to assist the Director, manage the calendar, and coordinate travel and reimbursements for staff and students.

The role requires experience with Outlook, Teams, Zoom, and Excel for data entry, budgeting, and reporting. Strong organizational skills, discretion, and the ability to handle multiple projects are essential.

Qualifications

• Experience managing complex calendars, scheduling meetings, and coordinating appointments using Microsoft Outlook, Teams, Zoom, or similar platforms.
• Experience using Microsoft Excel for data entry, budget tracking, reporting, and data analysis.
• Experience arranging travel, processing reimbursements, and coordinating logistics for staff, faculty, students, or executives.

Responsibilities

• Assists the Director of Medical Service Learning (SLC) at Indiana University School of Medicine (IUSM).
• Schedules meetings, manages calendar, and prepares meetings for the Director. (Microsoft Outlook, Teams and Zoom). Organizes travel and reimbursement for the Director and occasionally medical students.
• Assists with background checks for AmeriCorps, which involves carefully managing the entire process based on grant audit standards.
• Assists with Service-Learning funded events and purchase requests which involves attention to detail, careful planning, and meeting deadlines. Financial management/budget tracking (Excel).
• Assists with Friday office coverage in IUSM Student Affairs Office.

Skills

Calendar management

Meeting scheduling

Outlook proficiency

Excel data analysis

Education

High school diploma

Some college

Tools

Outlook

Teams

Zoom

Excel

Job description

DEAN MED-MEDICAL STUDENT EDUCA (IN-DMSE-IUINA)

The Service Learning Coalition (SLC) is a student-led group that fosters student leadership through engagement with community service learning experiences. SLC provides opportunities for students to gain skills in leadership, peer mentoring and assessment while engaging with their community through service. SLC works with IU School of Medicine service learning professionals to foster and develop strong community relationships.

Indiana University School of Medicine (IUSM) is a national leader in medical research and education. With more than 60 academic departments and specialty divisions across 9 campuses statewide and strong clinical partnerships with Indiana's most advanced hospitals and physician networks, the school is continuously advancing its mission to prepare healers and transform health in Indiana and throughout the world.

Department Specific Responsibilities

• Assists the Director of Medical Service Learning (SLC) at Indiana University School of Medicine (IUSM).
• Schedules meetings, manages calendar, and prepares meetings for the Director. (Microsoft Outlook, Teams and Zoom). Organizes travel and reimbursement for the Director and occasionally medical students.
• Assists with background checks for AmeriCorps, which involves carefully managing the entire process based on grant audit standards.
• Assists with Service-Learning funded events and purchase requests which involves attention to detail, careful planning, and meeting deadlines. Financial management/budget tracking (Excel).
• Assists with Friday office coverage in IUSM Student Affairs Office.
• Tracks and analyzes program data (Excel).
• Develops infographics and other graphics for reports and presentations (Excel/PowerPoint).
• Brings innovation, creativity, and energy to the role to help the mission of the program.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED).

Preferred

• Some college.

Skills

Required

• Experience managing complex calendars, scheduling meetings, and coordinating appointments using Microsoft Outlook, Teams, Zoom, or similar platforms.
• Experience using Microsoft Excel for data entry, budget tracking, reporting, and data analysis.
• Experience arranging travel, processing reimbursements, and coordinating logistics for staff, faculty, students, or executives.
• Experience maintaining confidential records and handling sensitive information with a high degree of discretion.
• Experience managing multiple projects simultaneously while meeting deadlines and maintaining attention to detail.
• Experience processing forms, documentation, or compliance-related activities in accordance with established policies and procedures.

Preferred

• Extremely organized and detail-oriented.
• Excellent at deadlines, sending reminders.
• Strong ability to take initiative and follow-up on things.
• Marketing experience.

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.

This position is not eligible for visa sponsorship.

Medical Education and Research Building.

350 West 14th Street, Indianapolis, Indiana 46202

This is a in-person position.

$15.00 -$17.00 per hour.

15-18 hours per week.

Hours: 10:00 AM-6:00 PM (3 to 4 days a week), start time is flexible but no earlier than 10:00AM.

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: 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.