Administrative Assistant (Executive Assistant)

Indiana University
Published
May 28, 2021
Location
Indianapolis, IN
Category
Job Type

Description

Department

GRADUATE MEDICAL EDUCATION (IN-RSDT-IUINA)

Job Summary

Under general supervision, provides more complex administrative support to a department or group of professionals. May include but not limited to answering phone calls, setting appointments, preparing sensitive correspondence.

Fundamental Responsibilities:

  • Provides administrative support to a department or group of professionals, exercising confidentiality, tact and diplomacy.
  • Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports.
  • Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
  • Schedules and confirms appointments, meetings, and travel arrangements; tracks expenses.
  • Participates in the development and implementation of administrative standards, policies and practices for the organization.
  • May perform other duties related to maintaining an internal website and/or working with social media.

Job-specific responsibilities of this position within the Office of Graduate Medical Education (GME):

  • Provide complex administrative support to the Senior Associate Dean, up to five Assistant and Associate Deans, and the Director of the Office of Graduate Medical Education.
  • Coordinate administrative meetings, committee meetings, and presentation content. Prepare, organize, distribute, and maintain meeting materials.
  • Create and deliver professional correspondence. Manage information and documents of a sensitive or confidential nature.
  • Provide project management and direct administrative support for GME facilitated events, meetings, and committee operations.
  • Compile and manage committee and event progress reports.
  • Co-manage annual New Resident and Fellow Orientation.
  • Actively support department's strategic focus on continuous improvement.
  • Other duties as assigned.

Required Qualifications

High school diploma or GED and two years of relevant experience.

Excellent organizational skills. Demonstrated ability to maintain confidential information. Strong communication and listening skills. Demonstrates excellent judgment and decision making skills. Ability to simultaneously handle multiple priorities. Maintains composure under pressure.

Preferred Qualifications

Bachelor's degree and three years of related administrative and/or project coordination experience.

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

Indianapolis, Indiana

Job Classification

Career Level: Intermediate

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

Click here to learn more about Indiana University's Job Framework.

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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