Administrative Assistant of Academic Affairs (Administrative Assistant)

Department Information

The Office of Academic Affairs at Indiana University (IU) South Bend supports the academic mission of the campus by promoting excellence in teaching, learning, and scholarly activity. The office provides leadership and administrative support for faculty and academic programs, overseeing key processes such as faculty recruitment, appointments, promotion and tenure, curriculum development, and academic assessment. Academic Affairs works collaboratively with faculty, staff, and campus leadership to ensure the success of students, support innovative teaching and research, and maintain the quality and integrity of the university's academic programs.

Job Summary

Department-Specific Responsibilities

• Provides administrative support to the Executive Vice Chancellor for Academic Affairs, Associate Vice Chancellors, Director of Research Administration, and faculty directors supporting key academic initiatives.
• Manages Academic Affairs approval of edocs submitted by all academic units across campus, verifying submissions for accuracy and compliance with policy prior to approval.
• Tracks and analyzes compensation for faculty overload and adjunct hires for academic courses each semester and notifies AVCAA if discrepancies arise. Tracks and monitors faculty FTE data as submitted.
• Manages travel arrangements, reimbursements, and purchases office supplies and other items as needed for the Office of Academic Affairs and related offices.
• Assists with the coordination of faculty recognition and award processes, including Distinguished Teaching, Distinguished Research, and Chancellors Professor nominations.
• Supports campus academic initiatives, including General Education, Assessment, Community Engagement, Professional Engagement, and First-Year Seminars.
• Develops, manages, and conducts individual and group training sessions for academic support staff related to IU systems and processes as needed.
• Reports to and serves as the backup to the Academic and Faculty Affairs Specialist to maintain administrative operations.
• Will train to serve as backup to Contracts and Grants Coordinator for all responsibilities.
• Serves as backup for faculty personnel action items for approval to the Board of Trustees.
• Maintains confidential academic and personnel records while ensuring accurate documentation and compliance with university procedures.
• Works autonomously and exercises good judgement with a great deal of steadfastness and sensitivity.

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.