The Department of Pediatrics employs nearly 1,000 faculty and staff who work alongside employees of Riley Hospital for Children and students of IU School of Medicine (IUSM) to make Riley Children's Health Indiana's largest and most skilled pediatric system. At IUSM, our mission and core values define who we are, how we act, and what we aspire to accomplish. If you choose to join our team, you can expect a culture that values excellence, respect, integrity, diversity, and cooperation.
Job Summary The Department of Pediatrics is seeking a dedicated and organized Administrative Assistant to provide comprehensive support to the Vice Chair of Education, the Pediatric Residency Program Director and Associate Program Directors, the Clinical Education Leader, and the Fiscal Officer. This role will involve managing schedules, coordinating travel and meetings, facilitating financial processes, and maintaining educational records and policies. Additionally, the Administrative Assistant will oversee the logistics for weekly Continuing Medical Education (CME) conferences, including Pediatric Grand Rounds, and provide occasional coverage for other department administrators as needed.
Department-Specific Responsibilities
- Manage and maintain the Vice Chairs weekly schedule, as well as calendars for education-related meetings and activities.
- Coordinate travel arrangements, reimbursements, and conference registrations for the Vice Chair and other supported leaders.
- Facilitate the Vice Chairs faculty annual review process.
- Record and distribute meeting minutes for education-related meetings.
- Support financial processing for education-related expenses.
- Maintain and update records, including education-related policies, standard operating procedures, and pertinent files.
- Coordinate logistics for weekly Pediatric Grand Rounds, including room reservations, A/V support, hospitality arrangements, housekeeping, and parking validations.
- Manage all speaker-related needs, including accrediting documentation, event communication, collection of evaluations, and follow-up correspondence.
- Occasionally arrange travel for visiting lecturers and provide guidance to divisions hosting visiting lecturers.
- Maintain a knowledge base of existing lectureship funds.
- Prepare materials, reports, and handouts for events and leadership updates as needed.
- Collaborate with the Fiscal Officer to monitor and manage the budget for education-related events.
General Responsibilities
- Provide administrative support to a department or group of professionals, exercising confidentiality, tact and diplomacy.
- Utilize business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc., compile data for expense and statistical reports.
- Receive, screen, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
- Schedule and confirm appointments, meetings, and travel arrangements, track expenses.
- Participate in the development and implementation of administrative standards, policies and practices for the organization.
- 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 - 2 years of relevant experience
SKILLS
Required - Excellent organizational skills
- Demonstrated ability to maintain confidential information
- Strong verbal communication and listening skills
- Demonstrates excellent judgment and decision-making skills
- Ability to simultaneously handle multiple priorities
- Maintains composure under pre ssure
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.
Additional Information This position is not eligible for visa sponsorship .
Work Location Indianapolis, Indiana
Advertised Salary $40,000 - $45,000, based on a combination of experience, skill level, education, and training
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: Intermediate
FLSA: Nonexempt
Job Function: General Administration
Job Family: Administrative Support
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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 .
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