Education Programs Manager (Administrative Assistant)

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Department

MEDICAL & MOLECULAR GENETICS (IN-MMGE-IUINA)

Department Information

One of the first human genetics departments in the country, the Department of Medical and Molecular Genetics at IU School of Medicine has a rich history of training geneticists and genetic counselors and providing genetic consultation and counseling services. The department contributes to the understanding of numerous genetic conditions through the integration of basic research in genetic and genomic mechanisms, translational research in disease models, and clinical trials in rare and common genetic diseases.

Job Summary

Department-Specific Responsibilities

• Works with the Vice Chair for Education and the Graduate Program Director on various educational operations of the Medical and Molecular Genetics (MMGE) Programs ((Non-counseling graduate program (MS and PhD); Molecules to Cells to Tissues (first year medical school course); Genetics in Medicine Scholarly Concentration (medical students); and Departmental seminar series and associated CME/CEU and course offerings)).
• Coordinates the recruitment process for applicants of each program.
• Develops, implements, and maintains systems involving graduate recruitment, admissions, enrollment, graduate degree progress reporting, doctoral degree certification, and statistics on all these areas.
• Generates reports for Program Directors, Department Chairs/Vice Chairs and Deans as needed.
• Serves as liaison and primary contact for prospective students, administrators, faculty, staff and other University offices regarding graduate programs from admission through degree completion.
• Actively participates in and supports MMGE graduate recruitment and retention efforts.
• Maintains and develops policies and procedures to ensure excellent operational procedures across all MMGE educational programs.
• Provides administrative support for MMGE teaching faculty and course directors.
• Actively researches and disseminates proposal information and identifies possible program funding opportunities.
• Manages applications, schedules, and tracks awards and scholarships for Graduate School reporting of the MMGE Graduate Programs.
• Works with the program directors and other faculty to develop and maintain courses and curriculum and provides administrative support for MMGE teaching faculty and course directors.
• Assists the Vice Chair of Education in being a liaison for all Medical and Molecular Genetics Education Programs in maintaining the accuracy of all curriculum and regulatory guidelines from agencies such as the Graduate Medical Education (GME), Association of American Medical Colleges (AAMC), American Board of Medical Genetics and Genomics (ABMGG), as well as state and local regulations so program can proactively respond to issues that arise.
• Provides operational support to the Vice Chair for Education/Graduate Program Director including recruitment, proposal development, training program organization and tracking, graduation recognition and awards, required departmental meetings relating to educational programs, and program documentation requirements.
• Organizes department seminar series including CME portion and travel for guest seminar speakers, including itinerary for meetings; maintains the department event calendar on the MMGE website.
• Assists with administrative needs related to the daily operations, planning, and implementation of various or multiple student services initiatives. Performs duties such as attending a front desk, answering phones and email, and delivering messages and mail.
• Serves as a liaison to campus partners for cross-departmental student services initiatives, providing information, securing space reservations, scheduling planning meetings, and providing necessary documentation.
• Provides assistance to student participants, stakeholders, faculty, and/or staff; acts as a resource by analyzing information, providing documentation, and preparing reports. Accurately maintains student records and databases.
• Provides directions, support, and information to student organization representatives and other visitors to the department.
• Assists with daily scheduling, training, and gathering of student feedback. May prepare and disseminate handouts, presentations, or other materials.
• Assists with ordering or creation of promotional materials for student organizations or departmental needs. Takes on tasks of increasing complexity, such as performing benchmarking research of student services initiatives at other higher education institutions or designing routine surveys to gauge student satisfaction and program effectiveness.
• May provide guidance to other Student Services Coordinators.

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)

Preferred

• Bachelor's degree

WORK EXPERIENCE

Required

• 4 years of relevant experience

SKILLS

Required

• Excellent organizational skills
• Demonstrated 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

IUPUI

Indianapolis, Indiana

This position is eligible for remote work, subject to change in the future based on university policy and business needs.

Advertised Salary

Selected candidate will be offered $41,000.00 to $45,344.00 per year based on commensurate experience and internal equity within the department

Benefits Overview

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

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

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 employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on 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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