Administrative Assistant (Administrative Asst)
Indiana University

Indianapolis, Indiana

Posted in Education and Training

Job Info



Job Summary

Department-Specific Responsibilities

  • Assists the PI and Deputy Director with administrative and operational needs related to the Administrative and Operations Core (AOC) and Concussion, Assessment, Research and Education (CARE) Consortium locations.
  • Coordinates administrative support functions for AOC and CARE teams and process as needed, including but not limited to, ordering supplies and processing travel.
  • Supports consortium committees, including scheduling meetings, preparation of agendas and minutes, and communications with investigators.
  • Assists with management of the Redcap submission system, providing support for grant submissions, agency reporting, etc.
  • Performs website maintenance as needed and prepares newsletters.
  • Coordinates meetings with executive personnel and project management team of AOC and CARE to ensure task completion is both timely and in line with prescribed dates denoted in the project plan.
  • Acts as a liaison, on behalf of the executive team, to faculty, staff, visitors, technical support organizations, and other key personnel on the project.
  • Prepares correspondence from the PI and Deputy Director to the partnering organizations, and assists in identifying key resources needed to result in an overall successful project.
  • Assists with planning and implementation of consortium-wide national investigator meetings, including handling of logistics with venues and affiliated services.
General Responsibilities
  • 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 and/or working with social media.



  • High school diploma or GED.

  • 2 years of relevant experience.

  • Excellent organizational skills.
  • Demonstrated 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

Indianapolis, Indiana

Job Classification

Career Level: Intermediate

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.

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.

New employees will be provided with information regarding Indiana University's COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's 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 or by visiting IUPD.

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