Administrative Assistant, Office of Enrollment Management

ENROLLMENT MANAGEMENT (BL-OES-IUBLA)

The Office of Enrollment Management (OEM) at Indiana University Bloomington is dedicated to attracting, enrolling, and supporting a community of talented students from Indiana, across the nation, and around the world. OEM integrates strategic planning, data-informed decision-making, and collaborative partnerships across campus to create a seamless student experience from first contact through graduation. Through its units Admissions, Scholarships, the Registrar, Student Financial Assistance, Student Central, Orientation and Enrollment Programs, Retention, Planning and Research, Enrollment Marketing and Communications, Administration and Fiscal Affairs, and Development OEM advances the university's mission by fostering access, belonging, and student success while upholding IU Bloomington's tradition of academic excellence and public service.

Administration and Fiscal Affairs serve as the operational backbone of the Office of Enrollment Management (OEM), supporting fiscal planning, human resources, and facilities management. This cross-functional team ensures that resource allocation and internal controls align with federal, state, university, and IU Foundation policies, enabling OEM to deliver on its mission of access, belonging, and student success.

• Maintains high standards of tact, diplomacy, confidentiality, and discretion while working with sensitive information.
• Provide comprehensive administrative support, including calendar management, conference registrations, phone coverage, and preparation of correspondence, reports, and presentations.
• Manages all travel‑related responsibilities, including arranging travel, processing travel documents, and handling reimbursements.
• Organizes and supports staff events, trainings, orientations, and recurring cross‑functional meetings involving multiple units and stakeholders.
• Serves as a professional liaison with students, staff, faculty, alumni, donors, and external partners to support smooth communication and operations.
• Exercises sound judgment in managing inquiries, resolving issues, conducting research, and interpreting complex information to inform decisions and recommendations.
• Supports advancement and donor stewardship activities by preparing correspondence, maintaining interaction records, managing gift and scholarship documentation, and ensuring compliance and reporting accuracy.
• Utilizes advancement and engagement systems to document interactions, generate reports, and maintain accurate donor, scholarship, and designation‑related data.
• Provides administrative support for student retention initiatives, including meeting preparation, shared file maintenance, and research support.
• Coordinates management of the department's Foundation account (under fiscal office direction) and maintains associated databases and documentation.
• Maintains budget records by gathering and compiling financial data; assists with building models from historical and current information; performs preliminary breakdown analysis, and examines statistical and/or historical data.
• Maintains operational procedures, reference materials, and shared documentation for internal and external partners in accordance with university policies.
• Independently manages special projects while ensuring all operations align with university policies and promote a cooperative, collegial environment.

• Provides administrative support to executives, exercising confidentiality, tact and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
• Manages executive's calendar, meetings, travel, correspondence, and budget.
• Acts as informal resource for colleagues with less experience; responds to more complex or escalated inquiries.
• Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided.
• May perform other duties related to maintaining an internal website…