Administrative Assistant at Indiana University in Indianapolis, Indiana

Job Description:

Department



SURGERY-CHAIRMAN'S OFFICE (IN-SURC-IUINA)



Department Information



The Department of Surgery is the 3rd largest department within Indiana University School of Medicine (IUSM). We are committed to the education and development of excellent surgical clinicians, incorporating the skills, knowledge and competencies essential for providing a high standard of care to residents across the state of Indiana and beyond. Faculty educators in the Department of Surgery strive to advance surgical scientists and their research and aim to instill the leadership qualities that will empower graduates to excel in all practice settings.


The Surgical Outcomes and Quality Improvement Center (SOQIC) is a collaborative health services, outcomes, health policy, and quality and safety improvement research enterprise of more than 25 faculty, fellows, and staff. Our research spans all surgical specialties and areas of medicine, with a particular focus on general surgery, surgical oncology and multidisciplinary oncology care, trauma/critical care, and vascular surgery.



Job Summary



The SOQIC within the Department of Surgery is seeking an Administrative Assistant to provide direct administrative support to research faculty.


Department-Specific Responsibilities

• May handle special projects with guidance from supported faculty to help move forward initiatives important to the evolution and growth of SOQIC and the Department of Surgery.


• Partners with current Program Management Specialists and Administrative Assistants.


• Provides day-to-day administrative support to assigned faculty, manages calendar, drafts correspondence, schedules travel, updates CV and other documents, prepares agendas and meeting minutes, assists with processing expense reports, reimbursements, society/meeting dues and registrations.


• Assists the Administrative Director and assigned faculty members with programmatic initiatives. Ongoing initiatives include, but are not limited to, the SOQIC Resident Research Program, managing the Center's social media presence, planning Center-wide retreats, and team-building activities.

General Responsibilities

• 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 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)

Preferred

• Bachelor's degree

WORK EXPERIENCE



Required

• 4 years of relevant experience

SKILLS



Required

• Excellent organizational skills


• Demonstrated ability to maintain confidential information


• Strong verbal communication and listening skills


• Excellent collaboration and team building skills


• Demonstrates excellent judgment and decision making skills


• Effective conflict management skills

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



IU School of Medicine campus


Indianapolis, Indiana


This position is eligible to work a hybrid schedule (mix between 2 days remote and 3 days in-person work), subject to change in the future based on university policy and business needs



Advertised Salary



$46,000 - $50,000 per year based on experience.



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: Mastery


FLSA: Nonexempt


Job Function: General Administration


Job Family: Administrative Support
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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



The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.



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