Administrative Specialist

Indiana University
October 15, 2020
Indianapolis, IN
Job Type




Department Information

Family medicine is the medical specialty that provides continuing and comprehensive health care for individuals and families. This specialty integrates the biological, clinical and behavioral sciences and encompasses all ages and sexes, each organ system, and every disease entity. It is this combination that qualifies family medicine physicians to provide continuing and comprehensive medical care and health maintenance and preventive services to each member of a family regardless of patient type or problem be it biological, behavioral or social.

Family medicine physicians, because of their background and interactions with families, are best qualified to serve as a patients advocate in all health-related matters, including the appropriate use of consultants, health services and community resources.

Job Summary

Responsible for administrative assistant duties to include communications management for residency, meeting organization for residency faculty and staff, collection and distribution of all facility mail, arranging/scheduling all shipping for residency staff and faculty, facilitating faculty telecommunication needs and general clerical support. Provides administrative support to faculty, including maintaining calendars, travel, clerical and academic portfolio support. Serves as medical student and physician assistant site coordinator for all programmatic needs. Manages longitudinal learning schedules and supports maintenance of learning management system through content uploads and facilitation needs, MEDHUB, electronic signage and residency communications.

Primary Duties and Responsibilities:

- Facilitates communications needs for IU Methodist Family Medicine Residency, screens and directs communications, and answers general residency questions. Provides clerical support to faculty and Program Manager by executing administrative duties such as correspondence, reports, and special activities. Offers administrative support and calendar maintenance to faculty. Provides administrative support for Chief Residents and scholarship curriculum activities.

- Assists program manager with day-to-day residency management activities. Type, collate, create mailing lists, prepare documents, process mailings, resident files management, etc. Maintains Family Medicine Residency alumni database.

- Coordinates the scheduling of appointments and department/divisional meetings. Coordinates the logistics of meetings and ensures preparation of agendas and required materials. Helps with special event planning, such as coordinating catering and logistics of the event. Registers and coordinates all faculty, residents and residency staff conference registrations/enrollment, travel schedules and reimbursements. Maintains various memberships for residency faculty and residents (AAFP, STFM, FPIN). Assists with data collection and management for resident educational and clinical data. Provides other administrative support services as required such as supply ordering, catering needs, business card ordering, mail distribution, supplies maintenance, and general administrative support.

- Provides primary support to faculty of education in coordinating, scheduling and maintaining records related to residency longitudinal learning activities including the maintenance of Learning Management Software Systems.

- Provides primary support for uploading and maintenance of documents related to residency management including CANVAS, MEDHUB, IU-BOX and other sites as may be needed to facilitate education and operational support.

- Provides administrative support for residency recruitment, such as setting up power point, printing items, and assisting with interviews.

- Coordination of longitudinal learning activities including weekly schedules, materials management and facilitation needs. Management of direct observation system for residency evaluations including recording, editing, scheduling and maintaining the video system for resident clinic observations.

- Medical Student and Physician Assistant Site Coordinator: Working with site Clerkship Director, coordinates preceptor assignments and orientation for students rotating through the IU Methodist Family Medicine Residency. Prepare student orientation information, provide timely instructional communication to students and preceptors; order lunch, reserve conference rooms, and secure parking for students. Work with director and Family Medicine student education coordinators to secure elective and sub-I rotations for medical students.

- Serve as onsite communications liaison. Produce weekly newsletter for residency, residency section of department newsletter, update television announcements, provide website updates, and maintain photo archives.

- Other duties as assigned.

Required Qualifications

High school diploma or GED and two years of administrative assistant experience.

Possess a valid driver's license with the ability to be insured by Indiana University.

Strong interpersonal communication skills. Ability to exercise tact and discretion. Ability to handle discretionary and confidential information. Ability to work on multiple projects at one time.

Preferred Qualifications

Associate's degree. Experience in medical or educational environment.

Working Conditions / Demands

Must be able to perform essential job duties with or without an accommodation.

Work Location

1520 N. Senate

Indianapolis, Indiana

Job Classification

Salary Plan: CL

Salary Grade: 06

FLSA: Nonexempt

Job Function: General Admin

Posting Disclaimer

Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.

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 without regard to 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 [Click Here to Email Your Resumé] or by visiting IUPD.

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