Position Title Administrative Support Specialist
The Department of Emergency Medicine at Indiana University School of Medicine seeks an Administrative Support Specialist. This individual will work independently and within a team on special and non-recurring projects as directed by the leadership team of the department. Act as a project manager for special projects, disseminating information, conducting and compiling information for education projects and organizing departmental events. Serve as liaison to diverse constituencies including students, faculty, staff, administrators, executives, executives of healthcare partners, other deans, and University Clinical Affairs as well as external constituents on behalf of the department.
Provide executive support to the leadership team; oversee all conventional correspondence, travel, schedule, and administrative activities for the leadership team; Draft correspondence to a wide range of individuals and organizations for the Vice Chair’s signature; correspond directly with School of Medicine and IUHP constituents and stakeholders. Respond to inquiries; prioritize activities; sort, review and direct incoming correspondence.
Confer regularly with the Departmental Leadership, and university administrators, staff, faculty and students to plan and coordinate events/activities, exchange information, investigate and resolve problems. Informally represent the department and leadership team to various internal constituencies referring unusual problems or issues directly to the department as appropriate.
Obtain, screen, and relay highly sensitive and confidential information; provide support in highly sensitive situations; plan and coordinate select committee/board meetings; research, compile, and prepare agendas with critical information for high-level and sensitive meetings, sessions, video conferences etc. Attend select meetings to acquire and disseminate information and provide minutes for various committees.
Process reimbursements (CME, Travel, Recruitment, Board exams, dues, etc.) for all IUSM and IUHP faculty and administrative leadership team. Must follow IUHP, IU, and IU Foundation guidelines for reimbursements.
REQUIRED: High School diploma or equivalent, plus 3-5 years of administrative experience.
Excellent verbal and written communication skills, editing and proofreading skills, ability to analyze complex information and exercise independent judgment. Ability to exercise discretion and maintain confidentiality. Familiarity with University and IUHP policies and procedures/systems, keen attention to detail, judgment, tact and resourcefulness. Ability to work under considerable pressure, to adjust to constant changes and handle multiple tasks; ability to set priorities. Assume responsibility and work independently on projects, ability to compile and disseminate information, ability to read and interpret documents, and computer proficiency with Microsoft Office.
Bachelor’s Degree and experience with designing documents/presentations and basic website maintenance.
Experience in an academic environment providing advanced administrative support is highly desirable.
Working Conditions / Physical Demands
Salary Range Up to $20.00/hour
Salary Plan CL
Salary Grade 07
Job Category Administrative/Office Support/Clerical
About this company
Indiana University is one of the world’s foremost public institutions—and the epitome of the modern university.
We expand the frontiers of knowledge and creativity. We improve people’s lives in our state and around the world. And we help students of all kinds reach their potential and prepare for a lifetime of success.
Location/Region: Indianapolis, IN (US)