Administrative Support Coordinator (Administrative Assistant), Student Affairs

and administrative operations that help medical students succeed throughout their educational journey. MSE staff collaborate with faculty, students, and institutional partners to deliver high-quality services related to curriculum support, student affairs, academic programs, assessment, operations, technology, and educational initiatives. The team is committed to providing exceptional service, fostering student success, and continuously improving processes that enhance the learner experience. Job Summary The Administrative Support Coordinator is a highly visible, student-facing role that serves as a key point of contact for students, faculty, and staff. Department-Specific Responsibilities Provide calendar management, scheduling, and routine communications for department directors and senior leadership. Coordinate 1-on-1 student advising appointments, career mentoring meetings, and faculty/staff discussions. Maintain tracking systems, databases, spreadsheets, and shared electronic records. Serve as backup administrative support for executive leadership and associate deans as needed. Provide hands-on administrative and operational support for student advising, mentoring, and professional development programs. Assist with planning and coordination of meetings, room reservations, catering, hospitality, materials preparation, and participant communications. Build relationships with students, faculty, and staff while developing a strong understanding of student affairs and academic program operations. Work closely with students, faculty, and institutional leaders. Coordinate 10-15 annual webinars, including Zoom Webinar setup, panelist preparation, agenda development, registration management, and live technical support. Edit and publish event recordings, maintain video resources, and compile student-facing question and answer and support materials. Support continuous improvement of virtual programming and participant experiences. Assist with planning, logistics, and execution of key Medical Student Education events and milestone programs, including Match Day, mock interviews, student recognition events, workshops, and luncheons. Coordinate event schedules, reservations, materials, catering, and communications to ensure a positive and professional experience for participants. Collaborate with team members on special projects that support student success, engagement, and professional development. General Responsibilities Provide administrative support to a department or group of professionals, exercising confidentiality, tact, and diplomacy. Utilize business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compile data for expense and statistical reports. Receive, screen, and direct incoming calls, visitors, mail, and email promptly, courteously, and accurately. Schedule and confirm appointments, meetings, and travel arrangements; track expenses. Participate 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. Preferred Demonstrates flexibility and a service-oriented approach, as some responsibilities require hands-on support before, during, and after student events and programs. Proficient with technology Eager to develop new skills 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. Scheduled in-office days may vary based on event calendars, program activities, staffing coverage, and departmental needs. Additional Information This position offers an excellent opportunity to learn the fundamentals of Medical Student Education administration. The person in this position will gain valuable experience across academic operations, event coordination, student support, and faculty engagement. The person in this position will also gain a broad exposure to the operations, programs, and student support services that drive Medical Student Education, making this an excellent opportunity for individuals interested in building a career in academic medicine administration. Work Location Medical Education and Research Building (MERB) 350 West 14th Street Indianapolis, Indiana 46202 Work Hours This position is eligible for a hybrid schedule (mix between remote and 2 days of in-person work), subject to change in the future based on university policy and business needs. 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