Administrative Assistant at Indiana University in Indianapolis, Indiana

Job Description:

Department



OBSTETRICS AND GYNECOLOGY (IN-OBGY-IUINA)



Department Information



The mission of the Department of Obstetrics and Gynecology at Indiana University School of Medicine is to advance the health care of women in the State of Indiana and further impact the quality of women's health care both nationally and abroad. With a steady commitment to recruiting and retaining a diverse faculty, fellow and resident population to better serve the community, the department is educating the next generation of OB-GYN physicians and improving women's health in Indiana.


The department has a long history of outstanding education, clinical care, quality improvement, and basic, clinical and translational research. The IU School of Medicine
OB-GYN teaching faculty and appointed clinical faculty at all 9 campuses throughout Indiana are eager to teach and have medical students as part of their teams.



Job Summary



Department-Specific Responsibilities

• Ensures provider hours are recorded correctly by comparing Microsoft Outlook calendar to QGenda (physician scheduling app) and updating with paid time off, continuing education hours (CME), etc.


• Schedules provider meetings, hosts meeting platform, and documents meeting minutes.


• Communicates with OBGYN faculty and staff through email correspondence, virtual meetings, and in-person conversations.


• Collaborates with team members to facilitate departmental needs.


• Serves as backup support to department specialty areas and other staff as needed.


• Develops and updates documents including curriculum vitae (CV), support letters, event programs, etc.

General Responsibilities

• Provides administrative support to a department or group of professionals, exercising confidentiality, tact and diplomacy.


• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports.


• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.


• Schedules and confirms appointments, meetings, and travel arrangements; tracks expenses.


• Participates in the development and implementation of administrative standards, policies and practices for the organization.


• May perform other duties related to maintaining an internal website and/or working with social media.
  

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 (such as HSED or GED)

WORK EXPERIENCE



Required

• 2 years of relevant experience

SKILLS



Required

• Excellent organizational skills


• Demonstrated ability to maintain confidential information


• Strong verbal communication and listening skills


• Demonstrates excellent judgment and decision making skills


• Ability to simultaneously handle multiple priorities


• Maintains composure under pressure

Preferred

• Proficient with Microsoft Office Suite of products (Outlook, Word, Excel, PowerPoint, Teams)


• Demonstrates understanding of university and hospital software systems (University - Buy.IU, Chrome River) / (Hospital - Qgenda).


• Ability to host virtual, hybrid, or in-person meetings utilizing Microsoft Teams or Zoom.


• Ability to record meeting minutes through virtual meeting platforms, type, and disseminate correspondence.


• Ability to coordinate and document faculty clinical and/or research work hours, paid time off, continuing education, record activities (publications, service activities, presentations, etc.).


• Demonstrates understanding of creating, modifying, and maintaining curriculum vitae (CV) and supporting faculty promotion and/or tenure process.


• Ability to compare multiple software programs to one another.


• Ability to multitask in order to gain clarity, problem solve, find a solution, and correct.

Working Conditions / Demands



This role requires the ability to effectively communicate and to operate a computer and other standard office productivity 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 the essential functions with or without an accommodation.



Work Location



Indiana University School of Medicine
Department of Obstetrics and Gynecology
550 University Boulevard
University Hospital 2440
Indianapolis, Indiana 46202



Advertised Salary



$38,669.60 - $43,669.60 per year based on experience and internal equity.



Benefits Overview



For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance


• Dental insurance


• Health Savings Account with generous IU contribution


• Life insurance, LTD, and AD&D options


• Base retirement plan contribution from IU, subject to vesting


• Additional supplemental retirement plan options


• Tuition benefit for IU classes


• 10 paid holidays per year


• Generous Paid Time Off


• Paid Parental Leave


• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.



Job Classification



Career Level: Intermediate


FLSA: Nonexempt


Job Function: General Administration


Job Family: Administrative Support
Click here to learn more about Indiana University's Job Framework.



Posting Disclaimer



This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.


If you wish to include a cover letter, you may include it with your resume when uploading attachments.



Equal Employment Opportunity



Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.



Campus Safety and Security



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