Administrative Specialist, Recruiting/Events

Indiana University
October 18, 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 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. Will assist with content uploads to MEDHUB, electronic signage and with residency general communications, and provide support at recruitment and events.

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. Assists Program Manager with day-to-day residency management activities. Types, collates, creates mailing lists, prepares documents, processes mailings, maintains resident files management, and others tasks.

Coordinates the scheduling of appointments and department/divisional meetings. Coordinates the logistics of meetings and ensures preparation of agendas and required materials. Registers and coordinates all faculty, residents and residency staff conference registrations/enrollment, travel schedules and reimbursements. Provides other administrative support services as required such as supply ordering, catering needs, business card ordering, mail distribution, supplies maintenance, and general administrative support.

Plans, coordinates and manages all activities related to family medicine resident recruitment inclusive of interview processes and outreach activities. Coordinates the processing of residency applications through the Electronic Residency Applications System (ERAS). Serves as resource to staff relating to ERAS utilization. Organizes and maintains interview invitation system for applicants selected by faculty; coordinates interview scheduling; secures hotel reservations for candidates and resident-hosted dinners. Creates individual interviewee itinerary and prepares interview materials and other information as needed. Maintains ongoing communication with applicants, responding to questions or concerns relating to the interview process. Prepares all review materials and conference areas for faculty interviewers; schedules resident-directed Family Medicine Center and hospital tours. Maintains current status of ERAS electronic records, including daily downloads of new applicant information, maintaining interview evaluation system, ranking information, and provides support for all faculty/resident periodic candidate review sessions. Supports administrative and clerical functions of the resident selection process.

Responsible for the registration, planning and preparation of residency events including but not limited to residency recruitment fairs, Second Look, graduation and Decadent Desserts with guidance from residency leadership. This position will track the strengths and weaknesses of residency program participation in such activities; maintain and update recruitment materials such as recruitment promotional items, display items, and audio-visual enhancements. Will also evaluate Family Medicine advocacy recruitment opportunities and facilitate participation as desired by residency leadership.

Cross coverage of Administrative Specialist, Education.

Other duties as assigned.

Required Qualifications

High school diploma or GED, and two years of administrative assistant experience and/or previous experience with event planning.

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

Strong interpersonal skills with a customer service orientation. Excellent ability to effectively communicate and exchange information with a wide diversity of individuals and groups. Ability to exercise tact and discretion, and to handle discretionary and confidential information. Time management and organizational skills including ability to work on multiple projects at one time.

Preferred Qualifications

Associate degree.

Working Conditions / Demands

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

Work Location

1520 N Senate Avenue

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

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