Administrative Assistant

The Department of Surgery is the 3rd largest department within Indiana University (IU) School of Medicine (IUSM). We are committed to the education and development of excellent surgical clinicians, incorporating the skills, knowledge, and competencies essential for providing a high standard of care to residents across the state of Indiana and beyond.

Faculty educators in the Department of Surgery strive to advance surgical scientists and their research and aim to instill the leadership qualities that will empower graduates to excel in all practice settings. Education team members work across multiple specialties in the department including, Plastic Surgery, Trauma Surgery, Vascular Surgery, Breast Surgery, Pediatric Surgery, General Surgery, Transplant Surgery, Surgical Oncology, and Cardiovascular/Cardiothoracic Surgery.


Job Summary

Department-Specific Responsibilities

• Provides administrative support for faculty and staff executive and administrative leaders in the Department of Surgery Chair's Office.
• Meets and greets visitors to the Chair's Office.
• Serves as primary back-up for Assistant to the Department Chair.
• Assists with administrative aspects of Promotion and Tenure, as needed.
• Sets up travel arrangements and events for visiting professors, Chair's Office visitors, recruits, etc.
• Manages the planning for Grand Rounds (weekly discussions led by internal and external speakers) and provides administrative support for all presenters.
• Responds to general IU Health Medical Group inquiries.
• Distributes wRVU reports and other data reports to providers and Service Line Administrators.
• May lead inquiries into missing or incorrect productivity data, under the direction of the Vice Chair/Service Line Administrators.
• Assists Chair and Vice Chair in presentations and other materials that will be disseminated to department clinical leaders and IU Health Medical Group.

General Responsibilities

• Provides administrative support to executives, exercising confidentiality, tact, and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
• Manages executive's calendar, meetings, travel, correspondence, and budget.
• Acts as informal resource for colleagues with less experience; responds to more complex or escalated inquiries.
• Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided.
• May perform other duties related to maintaining an internal website and/or working with social media.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.


EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED)

WORK EXPERIENCE

Required

• 4 years of relevant experience.

SKILLS

Required

• Excellent organizational skills.
• Demonstrates ability to maintain confidential information.
• Strong verbal communication and listening skills.
• Excellent collaboration and team building skills.
• Demonstrates excellent judgment and decision making skills.
• Effective conflict management 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.


Work Location

IU School of Medicine

Indianapolis, Indiana

This position is eligible for a hybrid schedule (mix between remote and in-person work), subject to change in the future based on university policy and business needs.


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 View email address on click.appcast.io or by visiting IUPD.


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