Administrative Assistant Jobs at Indiana University with Visa Sponsorship

Department

DENTAL EDUCATION (SB-DAED-IUSBA)

Job Summary

The Administrative Assistant supports the Division of Dental Education and the Division of Medical Laboratory Sciences within the Vera Z. Dwyer School of Health Sciences at Indiana University (IU) South Bend. These programs are accredited and play a critical role in preparing students for clinical and healthcare careers. This position is central to maintaining program operations, supporting faculty and students, and ensuring compliance with accreditation standards.

Department Specific Responsibilities

• Serves as a primary point of contact for students, faculty, alumni, and external partners, contributing directly to student success and program effectiveness.
• Provides comprehensive administrative and operational support to 2 academic programs, exercising a high level of confidentiality, professionalism, and independent judgment.
• Coordinates day-to-day office functions, supports academic and clinical program needs, and ensures efficient communication and organization across divisions.
• Serves as the primary administrative support for both Dental Education and Medical Laboratory Sciences programs.
• Manages program communications, including responding to inquiries from students, faculty, alumni, and external stakeholders.
• Tracks, orders, and maintains inventory of clinical, lab, and instructional supplies to support student learning and accreditation requirements.
• Coordinates logistics for program-related events, meetings, orientations, and accreditation activities.
• Maintains and organizes program documentation, including course materials, accreditation records, and internal files.
• Supports faculty with course preparation, scheduling, and administrative needs.
• Assists with student support processes from admission through graduation, including coordination with campus partners.
• Monitors and updates shared drives, internal systems, and program-related materials to ensure accuracy and accessibility.
• Provides basic financial and administrative support, including expense tracking and purchasing coordination.
• Ensures compliance with university policies and accreditation standards.

General Responsibilities

• Provides administrative support to a department or group of professionals, exercising confidentiality, tact and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports.
• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
• Schedules and confirms appointments, meetings, and travel arrangements; tracks expenses.
• Participates 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)

Preferred

• Bachelors degree in Business Administration, Healthcare Administration, or related field

WORK EXPERIENCE

Required

• 2 years of relevant experience, preferably in clinical or laboratory environments or higher education

Preferred

• Experience in higher education, healthcare, or academic program support
• Experience supporting multiple departments or programs simultaneously
• Experience with inventory tracking, compliance, or accreditation-related processes

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

• Strong organizational and time management skills with the ability to manage multiple priorities
• A high attention to detail, especially in documentation and compliance-related work
• Excellent written and verbal communication skills
• Ability to handle confidential information with discretion
• Proficiency in Microsoft Office Suite and familiarity with enterprise systems (e.g., HRMS, shared drives, CRM tools)
• Strong customer service orientation when working with students, faculty, and external stakeholders
• Ability to work independently while supporting a team environment
• Problem-solving skills and the ability to adapt in a fast-paced academic setting

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

IU South Bend Campus

South Bend, Indiana

Advertised Salary

Salary Range: $31,200.00 - $36,130.00 per year

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: Intermediate

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

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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 iups@iu.edu or by visiting IUPD.

Contact Us

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Telephone: 812-856-1234