Administrative Assistant for Online Programs

University of Indianapolis•Indianapolis, IN

33d•Hybrid

About The Position

The Administrative Assistant for Online Programs in the College of Health Sciences is responsible for the management of the administrative tasks associated with delivering high-quality online academic programs. Key areas of responsibility include budget and curriculum management; academic/instructional support; program evaluation and reporting; event coordination; the development, maintenance, and implementation of administrative forms using Adobe Acrobat; and administrative process improvement. This position is eligible for hybrid employment, with some required on-campus visits each academic year.

Requirements

Three or more years of full-time administrative experience (or alternatively, five or more years of part-time administrative experience), preferably with experience in higher education, medical, or health profession settings.
Proficiency with Microsoft Office, including Word, Excel, & PowerPoint; Google Workspace, including Gmail, Drive, Sheets, Forms, & Docs; Adobe Acrobat; Adobe Sign; Qualtrics survey software; and Asana project management software.
Proven ability to manage multiple complex tasks simultaneously across diverse teams with exceptional attention to detail.
High school diploma required

Nice To Haves

Experience with a learning management system preferred.
Undergraduate degree preferred.

Responsibilities

Oversee and conduct purchasing activities and reconciliation.
Manage program supplies and equipment.
Maintain internal program budget documentation and assist with financial planning.
Ensure that courses are listed appropriately in Banner for each semester.
Design and maintain an up-to-date catalog of program curriculum guides, course descriptions, and other curricular documents.
Oversee the administration of student matriculation, including ensuring the student is accurately entered into university and program databases.
Provide the initial program communication with incoming students.
Serve as a liaison between program directors and adjunct faculty.
Oversee the onboarding of new adjunct faculty.
Track and manage adjunct faculty agreements.
Provide support for instructors and courses.
Assist with the basic maintenance of course LMS sites.
Maintain copies of all course syllabi.
Directly supervise graduate assistants while completing special projects both online and on-campus.
Update department handbooks and student procedure manuals.
Oversee detailed mailing projects to students, faculty, and community members.
Create and maintain program data tracking mechanisms consistent with program, college, and accrediting body requirements.
Assist program directors in the development and maintenance of accreditation and program evaluation reports.
Coordinate online course evaluations.
Create and maintain mid-course and final course evaluation templates and surveys.
Distribute online course evaluations to students.
Compile online course evaluation results for faculty.
Oversee the planning and coordination of relevant program events, both virtual and in-person.
Organize and assist with the implementation of program and department meetings, including scheduling, obtaining room reservations, and taking meeting minutes.
Create and maintain key department and program forms and form protocols, particularly using Adobe Acrobat.
Assist program directors and faculty with all documents requiring signatures via Adobe Sign by sending and monitoring progress of new documents, filing completed copies, and appropriately distributing final copies across university departments and offices.
Resolve administrative problems by evaluating information and identifying and communicating solutions.
Analyze and refine administrative processes and procedures.
Develop and implement the use of technology and automated processes to improve department/program efficiency.
Manage administrative projects by collaborating with program directors primarily via project management software, email, and phone.