Part-Time OIS Administrative Assistant

Job Summary

The Part-Time Administrative Assistant will provide a full range of high-level administrative support to the Associate Vice President (AVP) and coordinate the administrative activities of OIS.

Department-Specific Responsibilities

• Provides executive and administrative support.
  • Provides high-level administrative support to the AVP, including calendar management, travel authorizations, meeting preparation, and presentation/materials development.
  • Manages unit leadership calendars and support internal and external communications.
  • Performs general office tasks and other duties as assigned.
• Coordinates meetings and events.
  • Plans, schedules, and coordinates internal and external meetings, events, logistics, and hospitality.
  • Prepares and tracks meeting materials and ensures all logistical needs are met.
  • Assists with project and event support in collaboration with OVPIA staff and campus partners.
• Completes financial and travel processing.
  • Processes purchases, travel arrangements, and expense reimbursements within IU systems.
• Provides data and reporting support.
  • Performs data entry and reporting tasks, including maintaining contact lists.
  • Supports data collection, verification, tracking of data requests, report formatting, and data cleanup.
  • Aids in the creation and maintenance of briefing materials by organizing and consolidating existing data and content.
• Oversees project and team coordination.
  • Attends team meetings, monitors tasks and deadlines, and follows up with team members to ensure timely completion.
  • Proactively communicates with directors regarding delays, questions, or challenges related to assigned tasks.