Administrative Assistant of Academic Affairs (Administrative Assistant)

Department

EVC CAMPUS ACADEMIC AFFAIRS (SB-ACAD-IUSBA)

Department Information

The Office of Academic Affairs at Indiana University (IU) South Bend supports the academic mission of the campus by promoting excellence in teaching, learning, and scholarly activity. The office provides leadership and administrative support for faculty and academic programs, overseeing key processes such as faculty recruitment, appointments, promotion and tenure, curriculum development, and academic assessment. Academic Affairs works collaboratively with faculty, staff, and campus leadership to ensure the success of students, support innovative teaching and research, and maintain the quality and integrity of the university's academic programs.

Job Summary

Department-Specific Responsibilities

• Provides administrative support to the Executive Vice Chancellor for Academic Affairs, Associate Vice Chancellors, Director of Research Administration, and faculty directors supporting key academic initiatives.
• Manages Academic Affairs approval of edocs submitted by all academic units across campus, verifying submissions for accuracy and compliance with policy prior to approval.
• Tracks and analyzes compensation for faculty overload and adjunct hires for academic courses each semester and notifies AVCAA if discrepancies arise. Tracks and monitors faculty FTE data as submitted.
• Manages travel arrangements, reimbursements, and purchases office supplies and other items as needed for the Office of Academic Affairs and related offices.
• Assists with the coordination of faculty recognition and award processes, including Distinguished Teaching, Distinguished Research, and Chancellors Professor nominations.
• Supports campus academic initiatives, including General Education, Assessment, Community Engagement, Professional Engagement, and First-Year Seminars.
• Develops, manages, and conducts individual and group training sessions for academic support staff related to IU systems and processes as needed.
• Reports to and serves as the backup to the Academic and Faculty Affairs Specialist to maintain administrative operations.
• Will train to serve as backup to Contracts and Grants Coordinator for all responsibilities.
• Serves as backup for faculty personnel action items for approval to the Board of Trustees.
• Maintains confidential academic and personnel records while ensuring accurate documentation and compliance with university procedures.
• Works autonomously and exercises good judgement with a great deal of steadfastness and sensitivity.

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.

Qualifications

This position is posted at the Mastery Career Level but may be filled at the Intermediate Career Level depending on the candidate's qualifications. Although they will be similar, the duties and responsibilities may differ if filled at the lower rank. Please see the qualifications for each level listed below.

Mastery Level

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)

Preferred

• Associate's or Bachelor's degree in business administration, higher education administration, or a related field.

WORK EXPERIENCE

Required

• 4 years of relevant experience.

Preferred

• Experience providing administrative support in a higher education or academic affairs environment.
• Experience supporting multiple senior leaders or complex administrative units.
• Experience working with faculty personnel processes, academic documentation, or university administrative systems.

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.

Preferred

• Strong attention to detail and ability to manage multiple concurrent academic processes and deadlines.
• Demonstrated ability to maintain confidential and sensitive personnel information.
• Experience coordinating across multiple departments and supporting campus-wide academic initiatives.
• Familiarity with university administrative systems, faculty documentation workflows, or eDocs processes.

Intermediate Level

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.

Work Location

IU South Bend campus

South Bend, Indiana

Advertised Salary

$37,918.40 - $41,620.80 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 and 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

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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.

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