Part-Time Administrative Assistant, Center for Innovative Teaching and Learning

Department CTR FOR INNOVATIVE TCH and LRNG (BL-CITL-IUBLA) Department Information The Center for Innovative Teaching and Learning (CITL) is seeking to hire a Part-Time Administrative Assistant. The CITL provides instructional support to instructors at Indiana University (IU) Bloomington- from individual consultations with instructors to support for high-profile educational initiatives that impact the entire campus. Job Summary The Part-Time Administrative Assistant will provide complex administrative support under general supervision. Duties include answering phone calls and incoming email, setting appointments, taking care of event logistics, making travel arrangements, and preparing sensitive correspondence. Department Specific Responsibilities Provides a broad range of administrative support while exercising confidentiality, discretion, tact, and diplomacy. Responsible for purchasing and requisition processing, expense tracking and reconciliation, travel coordination for CITL staff and non-employee guests, credit card reconciliation, survey development and administration using Qualtrics, and maintaining accurate financial and administrative records. Organizes and manages office operations and administrative procedures, including document creation and maintenance using Microsoft Word and Excel, electronic recordkeeping, email correspondence, filing systems, supply procurement, and other office support services. Responsible for venue coordination, travel arrangements, budget tracking, vendor management, and ensuring successful event execution for programs with varying budgets and logistical requirements Demonstrates proficiency with university financial and payment systems, including Emburse and BuyIU, to process payments, reconcile transactions, manage supplier information, supports travel and honorarium reimbursements, and ensures compliance with university policies and procedures. Coordinates with CITL event sponsors and stakeholders to provide comprehensive logistical planning and implementation for departmental events, seminars, workshops, and conferences. Serves as a primary point of contact for clients by receiving, screening, and directing incoming calls, emails, and visitors in a professional, courteous, and timely manner. Schedules, coordinates, and confirms appointments, meetings, travel arrangements, and event-related activities for staff, speakers, and guests. Assists invited speakers and other non-employee guests with travel reimbursement, honorarium payments, supplier registration, and account maintenance within BuyIU, including coordinating with external vendors such as Jaggaer to resolve account issues and facilitate timely payment processing. Participates in the development, implementation, and continuous improvement of administrative standards, policies, procedures, and best practices that support organizational effectiveness and operational efficiency. 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 (HSED or GED). WORK EXPERIENCE Required 2 years of relevant experience. SKILLS Required Excellent organizational skills. Ability to maintain confidential information. Strong verbal communication and listening skills. Excellent judgment and decision-making skills. Ability to simultaneously handle multiple priorities. Maintain composure under pressure. Intermediate level skill with Microsoft Office Suite including Teams, Outlook, OneNote, SharePoint and OneDrive. Working Conditions / Demands This role requires the ability to effectively communicate and to operate a computer and other standard office 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 th…

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