Administrative Assistant

Job Summary

This position provides administrative support to Research Indianapolis (RSCH); the Institute for Human Health and Wellbeing (H2W); the Convergent Biosciences and Technology Institute (CBTI); the IU Indianapolis Arts and Humanities Institute (IAHI); and the Integrated Nanosystems Development Institute (INDI).

Department-Specific Responsibilities

• Maintains the calendars of multiple leaders by planning and scheduling meetings, conferences, teleconferences, and travel. Prioritizes and adjusts schedules based upon importance
• Manages a high volume of confidential correspondence and requests from internal and external stakeholders
• Independently manages priorities and projects, making sure they are on schedule and well-prepared
• Provides a wide range of operational and administrative support and assistance on related duties and tasks, including office supply inventory management, purchasing and procurement, expense reimbursements, travel coordination, as well as coordinating various events
• Manages multiple departmental group email accounts, addressing a variety of requests and needs promptly

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