Executive Secretary

Indiana University
Published
September 3, 2020
Location
Indianapolis, IN
Category
Job Type

Description

Department

GRADUATE MEDICAL EDUCATION (IN-RSDT-IUINA)

Job Summary

Provide complex administrative support to the Senior Associate Dean, two Assistant Deans for GME, and the Director of the Office of Graduate Medical Education. Coordinate and maintain all administrative meetings, committees, presentations, and type correspondence. Maintain and organize files; if needed, prepare meeting minutes and prepare meeting agendas for various meetings including monthly departmental meetings; if needed, create PowerPoint presentation for meetings. Coordinate the clinical calendar of the Sr. Associate Dean with the GME calendar - work with the AMION physician schedule to insure there are no calendar conflicts.

Provide project management and direct administrative support for 90% of all GME facilitated events and meetings (i.e. workshops, educational training, conferences, new resident and fellow orientations, various committees, subcommittees, ad-hoc committees, and additional unit-specific meetings). Incumbent will manage processes, coordinate with event or committee lead, facilitate logistics, prepare and maintain sensitive and confidential information and documents, as needed. Compile and manage committee and events progress reports. Enter and manage committee and event data using an appropriate task management tool; this may include excel or a task management software system such as Smart Sheets.

Co-manage onsite New Resident and Fellow Orientation. Organizes and coordinates each of the three half-day onsite House Staff orientation sessions for new residents and fellows which includes coordination of vendors and speakers. This individual must be knowledgeable of the IUSM and IUSM GME missions and initiatives in order to ask the right questions and make sound decisions related to priorities. While working with all stakeholders in Graduate Medical Education, customer service and good decision making skills are important. All details must be completed according to deadlines. Work must be organized so that potential conflicts are identified, delays are anticipated and prevented, and good decisions made related to priorities. The ability to manage multiple priorities simultaneously is necessary in order to succeed.

This individual will work closely with the Senior Associate Dean and Director of Graduate Medical Education as well as hospital affiliates, residents, fellows, program directors, and program coordinators. One-on-one relationship building is an important part of this position.

Primary Duties and Responsibilities:

- Provide complex administrative support to the Senior Associate Dean, two Assistant Deans for GME, and the Director of the Office of Graduate Medical Education;. Coordinate and maintain all administrative meetings - schedule meetings and appointments, organize committees, assist with preparing presentations, and type correspondence. Maintain and organize files; if needed, prepare meeting minutes and prepare meeting agendas for various meetings including monthly departmental meetings. If needed, create PowerPoint presentation for meetings. Coordinate the clinical calendar of the Sr. Associate Dean with the GME calendar - work with the AMION physician schedule to insure there are no calendar conflicts.

- Provide project management and direct administrative support for 90% of all GME facilitated events and meetings (i.e. workshops, educational training, conferences, new resident and fellow orientations, various committees, subcommittees, ad-hoc committees, and additional unit-specific meetings). Incumbent will manage processes, coordinate with event or committee lead, facilitate logistics, prepare and maintain sensitive and confidential information and documents, as needed. Compile and manage committee and events progress reports. Enter and manage committee and event data using an appropriate task management tool; this may include excel or a task management software system such as Smart Sheets.

- Co-manage onsite New Resident and Fellow Orientation; organizes and coordinates each of the three half-day onsite House Staff orientation sessions for new residents and fellows, which includes coordination of vendors and speakers.

- Using the VMS system, reserve rooms, provide call in numbers, and monitor meeting attendance.

Required Qualifications

High school diploma or GED and three years of related administrative and/or project coordination experience.

Professional and independent contributor who is both task and detail oriented. Ability to collaborate with a wide variety of individuals and groups including faculty, staff, and residents. Critical listening skills as well as the ability to discern issues at hand and accurately document project statuses. Accuracy with data and information, as well as superb organizational skills and the ability to manage multiple priorities simultaneously. Computer proficiency with Microsoft Word, Outlook, Excel, Powerpoint, and Acrobat Adobe.

Preferred Qualifications

Bachelor's degree. Knowledge of graduate medical education and ACGME.

Working Conditions / Demands

This position includes prolonged use of the computer, repetitive activities, time pressure, and potential for some stress with multi-tasking and meeting all deadlines.

Equipment utilized: General office equipment including, phone, copier, fax, projector, scanner, polycom and videoconferencing.

Work Location

IUPUI campus

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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