Administrative Assistant, Allied Programs

Department-Specific Responsibilities

• Serves as primary point of contact for program operations, in a fast-paced academic environment.
• Provides administrative assistance to the directors of each program, Dental Hygiene, Dental Assisting, International Dentist Program, and Operative Dentistry.
• Provides direct administrative support to program faculty.
• Acts as primary point of contact for program-related inquiries, such as responding to questions via email and phone.
• Schedules and coordinates meetings, including facilitation of meeting minutes.
• Maintains faculty assignment sheets and coordinates the hiring of teaching assistants.
• Manages and administers exams utilizing the ExamSoft platform, including exam creation, editing, scheduling, troubleshooting, and providing support to students and faculty.
• Serves as a primary resource for students regarding assessment processes, exam schedules, and testing-related concerns.
• Coordinates room scheduling and logistics for academic activities, examinations, meetings, and student events.
• Maintains and manages student academic calendars and rotation schedules to ensure accurate course and clinical assignment tracking.
• Manages and maintains Canvas course sites, coordinate printing and distribution of lab packets and course packets.
• Supports the admissions cycles by processing applications, coordinating applicant interviews, preparing and distributing offer letters, and assisting with applicant communications.
• Facilitates background check processes for admitted students and ensure compliance with institutional requirements.
• Coordinates onboarding activities for incoming students, including distribution of program materials and orientation support.
• Manages textbook ordering, distribution, and communication with students regarding required course materials.
• Assists the Office of Student Affairs with planning and coordinating recruitment and campus visit events for prospective students, as needed.

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.

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

• 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

Indiana University School of Dentistry

Indianapolis, Indiana

This is an in-person position

Advertised Salary

$19.00 - $19.25 per hour based on experience and internal equity.

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: Intermediate

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

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

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.

Contact Us

Request Support
Telephone: 812-856-1234