Part-Time Administrative Assistant, Center for Innovative Teaching and Learning

Job Summary

The Part-Time Administrative Assistant will provide complex administrative support under general supervision. Duties include answering phone calls and incoming email, setting appointments, taking care of event logistics, making travel arrangements, and preparing sensitive correspondence.

Department Specific Responsibilities

• Provides a broad range of administrative support while exercising confidentiality, discretion, tact, and diplomacy. Responsible for purchasing and requisition processing, expense tracking and reconciliation, travel coordination for CITL staff and non-employee guests, credit card reconciliation, survey development and administration using Qualtrics, and maintaining accurate financial and administrative records.
• Organizes and manages office operations and administrative procedures, including document creation and maintenance using Microsoft Word and Excel, electronic recordkeeping, email correspondence, filing systems, supply procurement, and other office support services.
• Responsible for venue coordination, travel arrangements, budget tracking, vendor management, and ensuring successful event execution for programs with varying budgets and logistical requirements
• Demonstrates proficiency with university financial and payment systems, including Emburse and BuyIU, to process payments, reconcile transactions, manage supplier information, supports travel and honorarium reimbursements, and ensures compliance with university policies and procedures.
• Coordinates with CITL event sponsors and stakeholders to provide comprehensive logistical planning and implementation for departmental events, seminars, workshops, and conferences.
• Serves as a primary point of contact for clients by receiving, screening, and directing incoming calls, emails, and visitors in a professional, courteous, and timely manner.
• Schedules, coordinates, and confirms appointments, meetings, travel arrangements, and event-related activities for staff, speakers, and guests.
• Assists invited speakers and other non-employee guests with travel reimbursement, honorarium payments, supplier registration, and account maintenance within BuyIU, including coordinating with external vendors such as Jaggaer to resolve account issues and facilitate timely payment processing.
• Participates in the development, implementation, and continuous improvement of administrative standards, policies, procedures, and best practices that support organizational effectiveness and operational efficiency.

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 (HSED or GED).

WORK EXPERIENCE

Required

• 2 years of relevant experience.

SKILLS

Required

• Excellent organizational skills.
• Ability to maintain confidential information.
• Strong verbal communication and listening skills.
• Excellent judgment and decision-making skills.
• Ability to simultaneously handle multiple priorities.
• Maintain composure under pressure.
• Intermediate level skill with Microsoft Office Suite including Teams, Outlook, OneNote, SharePoint and OneDrive.

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office 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

Bloomington, Indiana

This is an in-person position.

Advertised Salary

$17.00 - $17.50 per hour

Work Hours

Work Hours: 25-29 hours per week

Up to 29 hours per week to be scheduled during business hours: 9:00 AM-5:00 PM, Monday - Friday.

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: Part Time Employee

FLSA: Nonexempt

Job Function: Part Time Employee

Job Family: Part Time Employee

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

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Telephone: 812-856-1234