Administrative Assistant

Department

SURGERY-CHAIRMAN'S OFFICE (IN-SURC-IUINA)

Department Information

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.

Advertised Salary

$44,982.00 - $49,982 per year based on experience