Part-Time Administrative and Program Support Assistant

Department

OFC OF IU RESEARCH (UA-VPRO-IUBLA)

Department Information

The AVP and Vice Chancellor for Research operates as the Chief Research Officer for the Bloomington campus. Shackelford serves on both leadership teams for IU Research and the IU Bloomington chancellor, ensuring close collaboration across administrative units and with faculty, academic leaders and external partners. His responsibilities include fostering large-scale interdisciplinary research, and participating in decisions about use of research space, overseeing the Bloomington research centers, and catalyzing new partnerships among IUs strategic research priority areas. He also leads efforts to support and grow externally funded research and creative activity across campus.

Job Summary

The Administrative and Program Support Assistant provides routine administrative, logistical, and operational support to the AVP and Vice Chancellor for Research. Working under the direction of the supervisor, this position assists with day-to-day office operations, meeting and calendar coordination, event support, communications production, data entry, document preparation, record maintenance, and administrative components of department projects and initiatives.

Department-Specific Responsibilities

• Maintains high standards of tact, diplomacy, confidentiality, and discretion while working with departmental information and interacting with internal and external stakeholders.
• Coordinates administrative and logistical support for complex, multi-stakeholder meetings, events, committees, and special projects, including scheduling, logistics, material preparation, attendee communications, action-item tracking, and follow-up coordination.
• Coordinates meeting logistics involving multiple participants, including identifying available meeting times, reserving meeting space, preparing calendar invitations, sending reminders, and compiling meeting materials.
• Prepares, formats, and distributes correspondence, reports, presentations, agendas, meeting materials, and other office documents.
• Provides event and hospitality support for departmental events, workshops, conferences, and meetings, including registrations, room reservations, catering arrangements, attendee communications, supply preparation, event setup, check-in, and post-event follow-up activities.
• Manages purchasing activities, including processing purchase orders, payments, and maintaining related records.
• Maintains departmental records, files, and shared resources while ensuring accuracy, organization, confidentiality, and timely follow-up on assigned tasks and deadlines.
• Responds to routine administrative inquiries and supports communications with internal and external stakeholders.
• Coordinates travel arrangements and reimbursement documentation for department leadership and staff in accordance with university policies.
• Identifies opportunities to improve administrative processes and supports efficient office operations.
• Performs general administrative and operational support duties as assigned.

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

• 1 year of experience providing administrative, customer service, clerical, event, or program support

SKILLS

Required

• Excellent organizational skills

• Strong attention to detail

• Excellent collaboration and team building skills

• Ability to manage multiple assignments and meet deadlines in a fast-paced environment.

• Effective written, verbal, and interpersonal communication skills.

• Ability to interact professionally and courteously with diverse stakeholders.

• Ability to maintain confidentiality and exercise discretion when handling sensitive information.

• Proficiency with standard office software applications, including email, calendars, word processing, spreadsheets, presentation software, and shared document platforms.

• Familiarity with Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint.

• Ability to work independently on assigned tasks while seeking guidance when needed.

• Experience supporting meetings, events, committees, or office operations.

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

Bloomington, Indiana

This is an in-person position.

Advertised Salary

$15.00 -17.00 per hour

Work Hours

Part-time, up to 20 hours per week.

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 Universitys 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 iups@iu.edu or by visiting IUPD.

Contact Us

Request Support

Telephone: 812-856-1234