Administrative Assistant
Indiana University

Department

HUMAN RESOURCES ADMINISTRATION (IN-HR-IUINA)

Department Information

Indiana University (IU) Indianapolis Human Resources is a team of more than 30 professionals dedicated to supporting the success of our campus community. We partner with university leadership and IU Human Resources to advance the university's human capital strategy and ensure IU Indianapolis remains a great place to work. Our team provides frontline, unit-level HR support while also leading campus-wide initiatives in employee development, engagement, and recognition. We also provide administrative and operational support for the IU Indianapolis Staff Council, helping strengthen staff voice and shared governance across campus. We intentionally seek team members who value collaboration, service, and contributing to a positive, welcoming workplace culture.Shape

Job Summary

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 internal website and/or working with social media.

Department-Specific Responsibilities

• Provides essential administrative support to the Human Resources department and the IU Indianapolis Staff Council.
• Serves as a primary administrative resource for Staff Council operations, including coordinating meetings, preparing agendas, scheduling presenters, managing communications, and supporting council elections and governance processes.
• Manages the Staff Council email account and coordinates communication between council leadership, HR staff, and campus partners.
• Supports the daily operations of the HR office, including scheduling meetings, managing conference room reservations, and assisting with administrative needs for the HR leadership team.
• Manages administrative processes including ordering and maintaining office supplies, organizing office storage and shared resources, and maintaining office technology inventory.
• Tracks expenses and reconcile purchasing card (PCard) statements; assists with reimbursements and purchasing transactions for HR activities.
• Coordinates logistics and administrative support for HR-sponsored events and employee engagement programs, including events such as Staff Welcome, recognition programs, and other campus initiatives.
• Assists in planning and organizing HR-related events, including reserving spaces, preparing materials, coordinating invitations and attendance tracking, and supporting event setup and logistics.
• Prepares administrative materials such as agendas, correspondence, reports, presentations, and meeting notes using business software (primarily Microsoft Office applications).
• Provides high-level administrative support and assistance to the campus Senior HR Director.
• Undertakes and completes special projects and administrative assignments as needed, with limited supervision.
• Serves as a primary point of contact for the HR office; manages incoming and outgoing correspondence including emails, phone calls, and mail.
• Coordinates communication between the HR department and other university departments; liaises with campus administrative units as needed.

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

• 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 making skills.
• Effective conflict management skills.

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.

Work Location

IU Indianapolis

This is an in-person position.

Advertised Salary

$46,000 - $50,000 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
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support
Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

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.

Equal Employment Opportunity

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.

Campus Safety and Security

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 iups@iu.edu or by visiting IUPD.

Contact Us

Request Support
Telephone: 812-856-1234

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