Indiana University Purdue University Indianapolis (IUPUI)
Location: Indianapolis, Indiana,
Internal Number: 304561
OFFICE OF THE DEAN - MEDICINE (IN-DOSM-IUINA)
Indiana University School of Medicine is a national leader in medical research and education. With more than 60 academic departments and specialty divisions across nine 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.
As the nation's largest medical school, IUSM is committed to being an institution that not only reflects the diversity of the learners we teach and the patient populations we serve, but also pursues the values of diversity, equity and inclusion that inform academic excellence. We desire candidates who enhance our representational diversity, as well as those whose work contributes to equitable and inclusive learning and working environments for our students, staff, and faculty. IUSM strives to take an anti-racist stance, regularly evaluating and updating its policies, procedures, and practices to confer equitable opportunities for contribution and advancement for all members of our community. We invite individuals who will join us in our mission to advance racial equity to transform health and well-being for all throughout the state of Indiana.
Provides administrative and managerial assistance to the Executive Associate Dean (EAD) for Finance and Administrative Services, the Senior Advisor to the Dean and the Executive Liaison to the Dean. This role provides administrative assistance, coordinates activities, and serves as primary liaison between the executives' offices and all internal and external constituents, collaborating with administrative professionals throughout Indiana University School of Medicine (IUSM) and Indiana University Health (IUH).
The executive assistant supports through calendar scheduling, preparing and maintaining highly sensitive, confidential information, assessing and responding to needs, and overseeing processes and project tasks. This position is responsible for a variety of office management responsibilities and will also serve as backup to the Executive Liaison providing support to the Dean, as needed.
Provide direct, comprehensive and complex administrative support to assigned executives. Serve as frontline liaison to EAD-Finance and Administration and the Senior Advisor to the Dean (also to the Dean when serving as backup to the Executive Liaison). Greet and seat in-person appointments.
Handle highly sensitive and confidential correspondence and reports, assess priority of projects/issues/tasks and manage accordingly.
As needed, refer matters to other staff/offices/resources.
Work independently to problem solve within the capacity of the position. Draft and edit presentations, documents, and reports giving considerable attention to detail and timeliness. Establish and maintain appropriate files and filing systems.
Schedule and organize complex, one-time and recurring activities such as meetings, travel, conferences, speaking engagements and presentations, and events. Schedule meetings in a timely manner and coordinate with meeting attendees. Ensure calendaring includes all details and materials. Prepare and monitor meeting logistics including planning, timeline management, invitations, accommodations, transportation, facilities, catering, signage, technology arrangements, displays, special needs requirements, printing and event communication. Prepare and provide materials needed for executives at least a day in advance. Process associated expenses in accordance with IU policy.
Manage and order office supplies for IUSM suites in the building. Process mail and deliveries for the IUSM suite. Coordinate service with vendors to maintain office supplies and equipment for uninterrupted function. Assist with some aspects of office space planning (moves, adds, and changes to workstations). Establish and maintain associated office management files. Collaborate with the Executive Liaison to identify opportunities for improved processes and plans.
Arrange travel and hospitality for the executives and process associated expenses. Manage the IUSM Dean's ProCard (university credit card) and reconcile monthly via Chrome River (university's finance processing system). Process expenses associated with supply ordering and vendor services.
Assist with backup administrative support for other Executives and Dean's Office team members. Other duties and special projects as assigned (may include driving).
Conserves executive's time by reading, researching and routing correspondence; drafting letters and documents; collecting and analyzing information; 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.
EDUCATION/ WORK EXPERIENCE
High school diploma 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
Experience in an academic setting and executive level support
Ability to simultaneously handle multiple priorities
Strong verbal communication and listening skills
Demonstrated ability to maintain confidential information
Strong tact and diplomacy skills
Highly proficient with MS Office including Outlook, Word, Excel and PowerPoint. Familiar with MS Teams and Zoom
Exceptionally professional verbal and written communication skills to explain complex issues and problem solve.
Ability to interact with a wide variety of individuals and respond to their questions and needs.
Professional level computer skills which are transferrable to university systems.
Ability to manage projects with minimal direction.
Ability to gather information and apply it to multiple situations.
Ability to identify process and service improvements and implement
Knowledge of various university and school policies and ability to interpret and implement.
Problem-solving and analytical skills.
Ability to work independently and think conceptually, with a keen attention to detail.
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.
This position works within University and School policies including, but not limited to travel, technology, information systems, faculty policies, and IUSM office policies and procedures. The job duties provide the structure of the position. However, there is a significant amount of judgment involved with how priorities are managed. This individual will also need to assess the needs and requests of faculty, staff and guests. They must be knowledgeable of the IUSM missions in order to ask the right questions and make decisions. The executives will have conflicting meetings/events scheduled and this individual will need to prioritize and determine what needs to be rescheduled.
This position is highly visible in the IUSM and academic community. This individual will interact with internal and external executives on a daily basis including, but not limited to, the Dean, Executive Associate Deans, Directors, Department Chairs, IUSM Center Directors, University and Campus executives, IUHP and IUH executives, financial and operational industry executives as well as other Schools of Medicine and University officials. This position will occasionally interact with professional leaders within the community and world-wide.
340 West 10th Street
Fairbanks Hall, Suite 6200
Indianapolis, Indiana 46202-3082
This position is eligible to work a hybrid schedule (mix between remote and in-person work), subject to change in the future based on university policy and business needs.
For full-time staff employees, Indiana University offers a wide array of benefits including:
Multiple plan options for medical insurance
Health Savings Account with generous IU contribution
Life insurance, LTD, and AD&D options
Base retirement plan contribution from IU, subject to vesting
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.
New employees will be provided with information regarding Indiana University's COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page.
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
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 email@example.com or by visiting IUPD.
About Indiana University Purdue University Indianapolis (IUPUI)
IUPUI, a partnership between Indiana and Purdue universities, is Indiana’s urban research and academic health sciences campus.IUPUI’s mission is to advance the state of Indiana and the intellectual growth of its citizens to the highest levels nationally and internationally through research and creative activity, teaching and learning, and civic engagement.By offering a distinctive range of bachelor’s, master’s, professional, and Ph.D. degrees, IUPUI promotes the educational, cultural, and economic development of central Indiana and beyond through innovative collaborations, external partnerships, and a strong commitment to diversity.