Part-Time OIS Administrative Assistant

About the Office of the Vice President for International Affairs (IU Global)

The Vice President for International Affairs (OVPIA) and the teams of staff in OVPIA's offices are the stewards of international activity across all campuses of Indiana University (IU). We provide strategic leadership and advocacy for all international programs and projects and coordinate the resources necessary to sustain their growth. Our goal is to enable as many students, faculty, and staff as possible to pursue international and intercultural knowledge and experiences and to become engaged global citizens.

Learn how OVPIA provides leadership and support for IU's international efforts.

Within IU Global, the Office of International Services (OIS) is dedicated to helping international students and scholars achieve their goals. Our staff recruit, admit, and enroll international students from all over the world. We provide social and cultural programming and visa- and immigration-related advising among other assistance to all international students and scholars. Join our nationally recognized team and help us serve the amazing and broad-ranging international population at IU.

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.

• High school diploma or equivalent (such as HSED or GED).

• Some college.

• 2 years of relevant experience.

• Administrative support experience.

• Proficient communication skills.
• Ability to simultaneously handle multiple priorities.
• Demonstrates ability to maintain confidential information.
• Excellent collaboration and team building skills
• Effective interpersonal skills.
• Highly thorough and dependable
• Excellent organizational skills.
• Attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.

• Demonstrates interest in international affairs, such as studying or working overseas or within an international/intercultural organization in the United States.
• Demonstrates project management skills.

• 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)

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