Description

Indiana University (IU) School of Medicine is a national leader in medical research and education. With more than 60 academic departments and specialty divisions across 9 campuses statewide and strong clinical partnerships with Indiana's most advanced hospitals and physician networks, the school is continuously advancing its mission to prepare healers and transform health in Indiana and throughout the world.

Job Summary

The Executive Assistant provides administrative and managerial assistance to the Executive Associate Dean and Senior Associate Dean for Faculty Affairs and Professional Development (FAPD).
Department-Specific Responsibilities

• Provides administrative assistance and coordinates activities.
• Serves as primary liaison between the executives' offices and all internal and external constituents.
• Collaborates with administrative professionals throughout Indiana University School of Medicine (IUSM) and Indiana University Health (IUH).
• Collaborates frequently with professionals throughout the Dean's Office.
• Provides support through calendar scheduling, preparing and maintaining highly sensitive and confidential information, assessing and responding to needs, and overseeing processes and project tasks.
• Provides direct, comprehensive, and complex administrative support to assigned executive(s).
• Serves as frontline liaison to the associated executive(s). Greets and seats in-person appointments.
• Handles highly sensitive and confidential correspondence and reports, assesses priorities, and manages accordingly.
• May refer matters to other staff/offices/resources.
• Works independently to problem solve within the capacity of the position.
• Drafts and edits presentations, documents, and reports giving considerable attention to detail and timeliness.
• Establishes and maintains appropriate files and filing systems.
• Processes finance and travel in accordance with IU policy.
• Participates in Deans' Executive Assistants meetings.
• Schedules and organizes complex, 1-time and recurring activities such as meetings, travel, conferences, speaking engagements and presentations, and events.
• Schedules meetings in a timely manner and coordinates with meeting attendees.
• Qualifies appointments by clarifying meeting purpose and ensuring accuracy of calendar information, timeframes, travel time (if needed), itineraries, and locations.
• Provides administrative support to the Faculty Steering Committee (FSC) and the Faculty Development Coordinating Committee (FDCC).
• Prepares and monitors meeting and event logistics, including agenda setting, timeline management, lodging, transportation, facilities reservations, catering, signage, technology, special needs accommodations, printed and electronic materials, and event communication. Provides materials needed at least 1 business day in advance.
• Assists as backup administrative support to the other IUSM Executive Deans as needed.

General Responsibilities

• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communications.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Welcomes guests and customers by greeting them, in-person or on the telephone, answering or directing inquiries.
• Maintains customer confidence and protects administrative operations by keeping information confidential.
• Prepares administrative information and reports by collecting, analyzing, and summarizing data and trends.

Qualifications

EDUCATION / WORK EXPERIENCE
Required

• High school diploma or equivalent (such as HSED or GED) and 7 years of experience in an administrative support role; OR
• Associate's degree and 4 years of experience in an administrative support role; OR
• Bachelor's degree and 2 years of experience in an administrative support role.

SKILLS
Required

• Ability to simultaneously handle multiple priorities.
• Strong verbal communication and listening skills.
• Demonstrated ability to maintain confidential information.
• Strong tact and diplomacy skills.

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.

Additional Information

$51,721.60 - $56,721.60 annually, based on experience, skills, and qualifications.

Work Location

Indianapolis, Indiana

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure .

Job Classification

Career Level: Mastery
FLSA: Nonexempt
Job Function: General Administration
Job Family: Administrative Support
Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

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 opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University 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 iups@iu.edu or by visiting IUPD.