Administrative Assistant, Pediatric Gastroenterology
Indiana University

Job Info

---

Department

PED-GASTROINTESTINAL DISEASES (IN-PGAS-IUINA)

Department Information

For more than 90 years, the Department of Pediatrics at Indiana University School of Medicine has provided comprehensive medical training for medical students, residents and fellows in addition to lifelong learning opportunities for practicing physicians. The department consists of 19 specialty divisions based at Riley Hospital for Children at Indiana University Health, which is ranked as one of America's Best Children's Hospitals in 10 out of 10 specialties in US News and World Report .

The Division of Pediatric Gastroenterology, Hepatology and Nutrition at IU School of Medicine includes 17 board-certified pediatric gastroenterologists, 1 nurse practitioner, 1 general pediatrician and 1 psychologist who care for children with disorders of the digestive tract: esophagus, stomach, intestine, liver and pancreas. Pediatric gastroenterologists provide comprehensive evaluations and individualized treatment plans for patients and extensive education for families.

Job Summary

This position provides executive-level support and coordination of activities and operations in the Pediatric GI Division. Works independently and within a team on special and non-recurring projects as directed by the Division Chief and GI Faculty within the Division of Pediatric GI. Provides administrative and fiscal support to the Division Chief and to assigned faculty of the Pediatric GI Division.

Department Specific Responsibilities

Pediatric GI Faculty Administrative Support

• Provides executive-level administrative support and serves as point of contact for assigned pediatric GI faculty including the Division Chief. Support includes obtaining, screening, and disseminating highly-sensitive information to faculty, staff, and administrators. Responsible for faculty hospital credentialing and maintenance of professional memberships and certifications. Maintains personnel files and records. Tracks professional development. Organizes research, clinical, and educational work for the group. Maintains faculty CVs. Assists with faculty promotion and annual reviews. Provides on the spot technical support (i.e. assists with computer issues and manages IT requests, troubleshoots software issues, process improvement research, etc.).
• Prepares and maintains a variety of financial reports for the GI Division: (i.e. tracks faculty budgets with IU and IUH, tracks internal spending, submits purchase orders, submits expense reports, files for reimbursement on behalf of faculty and staff, and makes travel arrangements for employees.).
• Supports and tracks professional development, schedules meetings, and coordinates research/clinical/educational conferences.
• Assists with presentation preparation for national, regional and local academic work.
• Provides support for University-level committee work such as Promotions Committee, Medical School GI&N Course, VSST, etc. This includes meeting prep, course curriculum prep, organizing presenters, scheduling meetings, reserving conference rooms, etc.
• Confers regularly with the Division Leadership, and university administrators, staff, faculty and students to plan and coordinate events/activities, exchange information, investigate and resolve problems. Informally represents the division and leadership team to various internal constituencies and refers unusual problems or issues directly to the division as appropriate.

Scheduling and Coordination of Special Events

• Coordinates visits of faculty, guests, and applicants; prepares visit and interview itineraries.
• Works closely with Division Chief in coordination of special events.
• Maintains Faculty Outlook, Amion, and Cerner schedules. Tracks faculty clinical activity, lectures, meetings and appointments.
• Schedules meetings for faculty and books conference/meetings rooms; responsible for tracking and following up on unanswered requests/communications.
• Schedules educational conferences for the year.

Writing and Research

• This position will be asked to research for a wide variety of needs for the division. Some examples include: grant opportunities, salary and comp trends, work being done at other universities/divisions, etc. This employee must be strong writer/editor in order to assist with proposals, editing and proofing others' work, and contributes to making reports/proposals stronger. Will provide editing/writing/proofing support for manuscript preparation, grant applications, academic presentations, GI newsletters, recommendation letters, etc.
• Communications involved in collaborative grants originating from pediatric GI group, or where pediatric GI partnership and contributions will be involved with the design and approach of research innovation and productivity.
• Assists with education initiatives.

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.

Note: This position is grant funded with expected annual renewals. Renewals are contingent on the availability of grant funds.

Qualifications

EDUCATION

Required

• High school diploma or GED.

Preferred

• Bachelor's degree.

WORK EXPERIENCE

Required

• 4 years of relevant experience.

Combinations of related education and experience may be considered.

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

Indianapolis, Indiana

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

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 iups@iu.edu or by visiting IUPD.

Contact Us

Request Support
Telephone: 812-856-1234

This job has expired.