Administrative Assistant I Jobs in Terre Haute, IN at Indiana State University

Position Details
Position Details

About the Institution
Indiana State University is a Tier 2 national University with a Carnegie classification of doctoral/research. Nationally ranked and accredited, we are in Terre Haute, IN and have been recognized by the Princeton Review and the Wall Street Journal among the best universities in the Midwest. Indiana State is one of the most diverse college campuses in Indiana and home to a welcoming community of students, faculty, and staff representing nearly every U.S. state and 36 countries around the world.

Our beautiful, active, pedestrian-friendly campus is located within walking distance of local shops, restaurants, and activities in Terre Haute’s historic downtown district. Situated near the Indiana-Illinois border, we are located 70 miles southwest of Indianapolis and within a few hours of major metropolitan centers in St. Louis, Chicago, and Louisville. On campus, there are 160 student-run organizations, an expansive Student Recreation Center, a Performing Arts Series, and University Speakers Series, among other attractions. Indiana State Athletics, known as the “Fighting Sycamores,” fields 15 NCAA Division I athletic teams in the Missouri Valley Conference.

Ranked nationally for social mobility, Indiana State University transforms the lives of our students through experiential learning, community engagement, and career readiness, serving as a dynamic educational partner for businesses and industries throughout the Midwest. Our faculty provide instruction in small class sizes that provide opportunities for personalized instruction and feedback. Indiana State supports and recognizes faculty research and scholarship, providing an internal grants resource pool and other forms of support, and awarding faculty research honors each spring. Indiana State University is a place of belonging where students, faculty, and staff learn, thrive, and grow together.

Indiana State University is an equal opportunity employer committed to diversity, inclusion, and belonging in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), religion, sexual orientation, gender identity, gender expression, age, national origin, status as an individual with a disability, status as a protected veteran, genetic information, political views or activity, or any other applicable legally protected characteristics. This policy applies to all employment practices within our organization, including recruiting, hiring, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and applicable apprenticeships.
If you need assistance or an accommodation due to disability, you may contact us at [email protected]

Comments to Applicants
Candidates must be eligible to work in the U.S. for other than practical training. The university will not provide visa sponsorship for this position.

Job Title
Administrative Assistant I

Department
Dept of Art & Design

Work Schedule
8:00 am – 4:30 pm Monday – Friday

Notice of Vacancy Number
25-00049

Desired Start Date
03/10/2025

Open Date
03/04/2025

Close Date
03/18/2025

Open Until Filled
No

Job Category
Staff-Non-Exempt

Job Type
Staff – Full-Time

Pay Grade
5

Hourly Rate or Salary Range
$15.30/hr

Benefits Associated with this Position
Sick Leave: Accrues at a rate of 12 days per fiscal year with unlimited accumulation.
Life Insurance: The coverage amount is based on two and one-half times appointment salary rounded up to the next whole thousand with a maximum coverage of $100,000 and includes the same amount of Accidental Death and Dismemberment benefits. The University currently pays the entire cost of coverage.
Medical, Dental and Prescription Drug Coverage: The cost of coverage is shared between employees and the University. Rates are determined by participation in Wellness Program and use of tobacco products. Coverage is available on the first of the month following appointment date.
Public Employees Retirement Fund (PERF): The employee share of three (3) percent is paid by ISU. The employer (ISU) share is actuarially determined annually by the State of Indiana. There is no cost to the employee. A minimum of ten (10) years of service is required for PERF vesting. PERF has several investment options from which to choose. Note: For individuals who are receiving PERF Retirement, contributions may not be made.
TIAA Auto Enroll: New employees are automatically enrolled in a tax deferred retirement program at hire: three (3) percent is deducted before taxes for the program to facilitate retirement planning. Employees may opt out of the program within 90 days.
Long Term Disability Coverage: Employees are eligible after three (3) years of continuous, regular employment with the University. This policy guarantees approved disabled employees a 66 2/3 percent income protection (from all sources) after 180 days of continuous total disability. Immediate participation is available for current members of a comparable group disability insurance program within 90 days prior to ISU employment and that would have provided income protection upon disability for at least five years.
Fee Waiver Program: For the employee, spouse and dependent children: Staff may enroll in up to 18 hours of course work each academic year at a reduced rate. Spouses may enroll in 15 semester hours each academic year with 80% of qualified tuition waived. Dependent children of regular full-time staff who are full-time degree seeking undergraduate students at ISU may receive a fee waiver of 80% of qualified tuition for up to a total of ten (10) semesters.
Vacation: Employee accrues 10-20 vacation days per year based upon years of service.
Convenience Day: Employees have one per fiscal year to use.

Optional Benefits

Voluntary Life Insurance: Additional amounts of life insurance may be purchased on employee, spouse and dependent children.
Voluntary Vision Plan: May enroll within the first 31 days of employment date.

Job Summary/Basic Function
The Department of Art and Design at Indiana State University is seeking a dynamic and organized Administrative Assistant to support and ensure smooth and efficient operations within the department. Working under direct supervision of the Chair, the role requires a proactive, detail-oriented individual to handle a wide range of administrative and clerical duties, manage departmental communications, and assist in meeting organizational goals. The ideal candidate will demonstrate professionalism, confidentiality, and effective communication while interacting with a diverse group of faculty, staff, and students.

Specific Responsibilities
Administrative Assistant Responsibilities:

The Administrative Assistant will support the Department Chair and ensure the efficient operation of the Department of Art and Design. Key responsibilities include performing a full range of administrative and clerical duties, answering email and telephone inquiries, and ensuring that important matters are addressed promptly. Additional duties include scheduling appointments for the Department Chair, assisting with faculty meeting agendas and minutes, and tracking action items. The Administrative Assistant will also help the Department Chair facilitate and track progress on departmental initiatives, including curriculum development, accreditation, assessment reviews, and the achievement of departmental goals.

The Administrative Assistant will assist the department with scheduling and registration, ensuring that course schedules are accurate and properly entered into Banner. The role involves working closely with the Department Chair and Curriculum Committee to finalize course offerings and make necessary schedule adjustments, as well as assisting with student registration and overrides as needed.

In this position, the administrative assistant will often handle confidential information, including department records, personnel, and student data. Therefore, professionalism and confidentiality are essential qualities for the ideal candidate.

Additionally, the Administrative Assistant will provide clerical and administrative support to faculty, graduate students, graduate assistants, and graduate programs. This includes assisting with tours, special events, workshops, and health and safety needs. Serving as the front-facing representative of the Department of Art and Design, the Administrative Assistant will manage email and phone inquiries, maintain office supplies, handle incoming mail and deliveries, and interact with other campus units, faculty, staff, and off-campus partners to ensure high-quality customer service.

The Administrative Assistant will acquire and maintain knowledge of all administrative information systems used by the department or institution and will perform other duties as assigned.

Financial Records and Budget Management:
The Administrative Assistant will assist with financial recordkeeping and account balances, including tracking allocations made by the Department Chair and monitoring the departmental budget, including the budget assigned to the Department of Art and Design’s Galleries. Financial and budget management responsibilities include processing purchase orders, tracking lab fees, reimbursements, check requests, and faculty travel. The role also involves assisting with budgets related to scholarships, grants, marketing materials, and advising the Gallery Director and Gallery staff on contracts for jurors and visiting artists, purchase orders, supplies, and catering coordination as needed, as well as other related departmental operations.

This position requires the ability to listen to and verify the supervisor’s instructions, ask questions to clarify understanding of new or complex assignments, and seek additional clarification when needed. Professionalism, flexibility, and effectiveness as a team member are key qualities for the role.

The ideal candidate will have a positive attitude, an active and energetic mind, and demonstrate highly ethical practices. A commitment to openness, flexibility, integrity, kindness, and effective interpersonal skills is essential.

Application Process:
As part of the application process, the following will need to be uploaded before submitting – Please submit all files in PDF Format:

Resume
Cover letter/Letter of Application
Three professional references with contact information

Required Relevant Education & Experience
Education: High School diploma or GED; Experience: 1-2 Years. Will consider student assistants or graduate assistants who have worked in a business or college/university office.
OR
Education: Associate’s or Bachelor’s degree at time of hire.

Required Field(s) of Study
NA

Preferred Relevant Education and Experience
Associate or Bachelors degree in Art/Art and Design

Supervisory Responsibilities
Has authority or responsibility for the supervision of student workers or graduate assistants only.

Required Certificates, Licenses and Registrations

Other Required Certificates, Licenses and Registrations

Preferred Certificates, Licenses and Registrations

Preferred Other Certificates, Licenses and Registrations

Knowledge, Skills and Abilities

Other Knowledge, Skills and Abilities

Qualifications & Disclaimer

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The information on this description is designed to indicate the general nature and level of work performed by employees within the classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

NCAA Guidelines

All employees and staff of ISU are bound by all NCAA, Missouri Valley Conference and institutional rules and regulations pertaining to intercollegiate athletics and must conduct themselves in accordance therewith. For more complete information on the duties and obligations of ISU employees and staff in this regard, employees and staff should contact the Compliance Office in the ISU Athletic Department.

No ISU employee (whether paid or a volunteer) shall knowingly influence others to furnish the NCAA or an ISU investigator/compliance officer false or misleading information concerning an individual’s involvement in or knowledge of matters relevant to a possible violation of an NCAA regulation. Failure to abide by this term of employment shall constitute unethical conduct as defined by the NCAA and may result in immediate suspension and/or termination of the employment relationship with ISU.

Position Reappointment Required
No

Job Duties