Administrative Assistant, Dental and Medical Laboratory Sciences Programs

Job Summary

The Administrative Assistant supports the Division of Dental Education and the Division of Medical Laboratory Sciences within the Vera Z. Dwyer School of Health Sciences at Indiana University (IU) South Bend. These programs are accredited and play a critical role in preparing students for clinical and healthcare careers. This position is central to maintaining program operations, supporting faculty and students, and ensuring compliance with accreditation standards.

Department Specific Responsibilities

• Serves as a primary point of contact for students, faculty, alumni, and external partners, contributing directly to student success and program effectiveness.
• Provides comprehensive administrative and operational support to 2 academic programs, exercising a high level of confidentiality, professionalism, and independent judgment.
• Coordinates day-to-day office functions, supports academic and clinical program needs, and ensures efficient communication and organization across divisions.
• Serves as the primary administrative support for both Dental Education and Medical Laboratory Sciences programs.
• Manages program communications, including responding to inquiries from students, faculty, alumni, and external stakeholders.
• Tracks, orders, and maintains inventory of clinical, lab, and instructional supplies to support student learning and accreditation requirements.
• Coordinates logistics for program-related events, meetings, orientations, and accreditation activities.
• Maintains and organizes program documentation, including course materials, accreditation records, and internal files.
• Supports faculty with course preparation, scheduling, and administrative needs.
• Assists with student support processes from admission through graduation, including coordination with campus partners.
• Monitors and updates shared drives, internal systems, and program-related materials to ensure accuracy and accessibility.
• Provides basic financial and administrative support, including expense tracking and purchasing coordination.
• Ensures compliance with university policies and accreditation standards.

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.