Administrative Assistant, Office of Enrollment Management

Department

ENROLLMENT MANAGEMENT (BL-OES-IUBLA)

Department Information

The Office of Enrollment Management (OEM) at Indiana University Bloomington is dedicated to attracting, enrolling, and supporting a community of talented students from Indiana, across the nation, and around the world. OEM integrates strategic planning, data-informed decision-making, and collaborative partnerships across campus to create a seamless student experience from first contact through graduation. Through its units Admissions, Scholarships, the Registrar, Student Financial Assistance, Student Central, Orientation and Enrollment Programs, Retention, Planning and Research, Enrollment Marketing and Communications, Administration and Fiscal Affairs, and Development OEM advances the university's mission by fostering access, belonging, and student success while upholding IU Bloomington's tradition of academic excellence and public service.

Administration and Fiscal Affairs serve as the operational backbone of the Office of Enrollment Management (OEM), supporting fiscal planning, human resources, and facilities management. This cross-functional team ensures that resource allocation and internal controls align with federal, state, university, and IU Foundation policies, enabling OEM to deliver on its mission of access, belonging, and student success.

Job Summary

Department-Specific Responsibilities

• Maintains high standards of tact, diplomacy, confidentiality, and discretion while working with sensitive information.
• Provide comprehensive administrative support, including calendar management, conference registrations, phone coverage, and preparation of correspondence, reports, and presentations.
• Manages all travel-related responsibilities, including arranging travel, processing travel documents, and handling reimbursements.
• Organizes and support staff events, trainings, orientations, and recurring cross-functional meetings involving multiple units and stakeholders.
• Serves as a professional liaison with students, staff, faculty, alumni, donors, and external partners to support smooth communication and operations.
• Exercises sound judgment in managing inquiries, resolving issues, conducting research, and interpreting complex information to inform decisions and recommendations.
• Supports advancement and donor stewardship activities by preparing correspondence, maintaining interaction records, managing gift and scholarship documentation, and ensuring compliance and reporting accuracy.
• Utilizes advancement and engagement systems to document interactions, generate reports, and maintain accurate donor, scholarship, and designation-related data.
• Provides administrative support for student retention initiatives, including meeting preparation, shared file maintenance, and research support.
• Coordinates management of the department's Foundation account (under fiscal office direction) and maintain associated databases and documentation.
• Maintains budget records by gathering and compiling financial data; assists with building models from historical and current information; preforms preliminary breakdown analysis, and examination of statistical and/or historical data.
• Maintains operational procedures, reference materials, and shared documentation for internal and external partners in accordance with university policies.
• Independently manages special projects while ensuring all operations align with university policies and promote a cooperative, collegial environment.

Genreal Respsonsibilities

• 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

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

408 North Union Street

Bloomington, Indiana

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

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

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Telephone: 812-856-1234