Senior Administrative Support Coordinator (Administrative Assistant), Student Affairs

Senior Administrative Support Coordinator (Administrative Assistant), Student Affairs Indiana University - 4.2 Indianapolis, IN Job Details Full-time 21 hours ago Benefits Paid parental leave Health savings account AD&D insurance Paid holidays Disability insurance Health insurance Dental insurance Flexible spending account Paid time off Employee assistance program Life insurance Retirement plan Qualifications Computer operation Computer literacy Customer inquiry handling High school diploma or GED Decision making Conflict management Full Job Description Department

DEAN MED-MEDICAL STUDENT EDUCA

(IN-DMSE-IUINA) Department Information Medical Student Education (MSE) at the Indiana University (IU) School of Medicine supports more than 1,400 Doctor of Medicine (MD) students across 9 statewide campuses, delivering an innovative curriculum that integrates foundational science with early clinical experiences. Rooted in the school's mission to advance health through excellence in education, research, and patient care, MSE partners closely with faculty and student services to provide comprehensive academic support, advising, and learning resources. The department upholds core values of excellence, respect, integrity, and collaboration, fostering a high-quality, student-centered learning environment. Job Summary The Senior Administrative Support Coordinator provides high-level administrative support to the associate and assistant deans within the Student Affairs division of Medical Student Education, exercising a high degree of confidentiality, tact, and diplomacy. Department-Specific Responsibilities Provides complex, executive-level administrative support, including managing calendars, coordinating schedules, arranging meetings, organizing travel, and preparing correspondence and confidential documents. Monitors and manages demands on leadership time by prioritizing calls, emails, and requests. Responds to routine and non-routine inquiries, routes issues appropriately, makes referrals, and proactively problem-solves. Serves as the primary point of contact for students, triages requests and needs, and ensures timely resolution or referral. Supports project management and process improvement initiatives for the Associate Dean of Student Affairs, including maintaining tracking systems for projects, assignments, deadlines, and key deliverables. Assists with strategic planning initiatives, budget and financial tracking, program development, and operational process improvements. Develops and prepares program and presentation materials, detailed handouts, agendas, minutes, and reports using standard business software applications. Coordinates office operations and event coverage with administrative staff, ensuring continuity of support. Leads logistical planning and on-site coordination for major Student Affairs and Medical Student Education events, including New Student Orientation, Regional Campus Visits, Faculty and Student Lunches, and the Summer Refresh Program. Provides administrative support for the Career Mentoring position and other assigned initiatives. Identifies, enhances, and follows established processes and procedures to improve efficiency and effectiveness within the Student Affairs operation. 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. 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 4 years of relevant experience. SKILLS Required Excellent organizational skills. Demonstrates ability to maintain confidential information. Strong verbal communication and listening skills. Excellent collaboration and team building skills. Demonstrates excellent judgment and decision making skills. Effective conflict management skills. Preferred Demonstrates excellent attention to detail. Strong Microsoft skills (Outlook, Teams, Excel and PowerPoint.) Familiarity with Smartsheet and AI a plus. 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. Work Location Medical Education and Research Building 350 West 14th Street Indianapolis, Indiana 46202 This position is eligible for a hybrid schedule (mix between remote and in-person work), subject to change in the future based on university policy and business needs. Work Hours 7:30 AM - 4:00 PM with a 30 minute unpaid break. Additional in person work days are required as needed for special events or paid time off coverage. 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 and 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:

Mastery FLSA:

Nonexempt Job Function:

General Administration Job Family:

Administrative Support Click here to learn more about Indiana University's Job Framework. Posting Disclaimer This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date. If you wish to include a cover letter, you may include it with your resume when uploading attachments. 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. Campus Safety and Security The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at or by visiting IUPD.

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