Assistant to the Vice Chairs (Administrative Assistant)

Job ID: 319075

Department

OBSTETRICS AND GYNECOLOGY (IN-OBGY-IUINA)

Department Information

The Indiana University (IU) School of Medicine Department of Obstetrics and Gynecology’s mission is to advance reproductive health care in Indiana and improve the quality of health care nationally and abroad. With a steadfast commitment to recruiting and retaining a strong and talented faculty, fellow and resident population to better serve the community, we are educating and preparing the next generation of OB-GYN physicians and improving health in Indiana.

The department has a long history of outstanding education, clinical care, quality improvement and basic, clinical and translational research. The IU School of Medicine OB-GYN teaching faculty and appointed clinical faculty at all 9 campuses throughout Indiana are eager to teach and have medical students, residents, and fellows on their teams.

Job Summary

Department-Specific Responsibilities

• Provides administrative support to the Vice Chairs of the Department of Obstetrics and Gynecology.
• Manages and monitors schedules, ensuring consistency between providers by using Microsoft Outlook calendar and QGenda (physician scheduling app).
• Schedules meetings, hosts virtual meeting platforms, and documents meeting minutes.
• Coordinates travel for Vice Chairs, including airfare, hotel, and transportation.
• Submits reimbursement requests for reimbursable expenses and tracks Vice Chairs’ Continuing Medical Education (CME) expenses.
• Plans and oversees department events including catering, travel, venue, etc.

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

Indiana University School of Medicine Indianapolis

Indianapolis, Indiana

Advertised Salary

$45,000 – $50,000 annually

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: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

Click here to learn more about Indiana University’s Job Framework.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

Contact Us

Request Support
Telephone: 812-856-1234

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