Administrative Assistant, Herman B Wells Center for Pediatric Research

Job ID: 319929

Department

PED-WELLS CTR FOR PED RES (IN-WCPR-IUINA)

Department Information

The Herman B Wells Center for Pediatric Research conducts basic science and translational research within the Department of Pediatrics at Indiana University School of Medicine. The Wells Center houses more than 300 faculty investigators, staff, and trainees seeking answers to the most pressing questions related to childhood illness.

With the collaboration between scientists and physicians, the center aims to increase knowledge of causes and mechanisms of serious pediatric diseases. Our goal is to develop innovative approaches to the diagnosis and treatment of sick children in Indiana and beyond.

Job Summary

Department Specific Responsibilities

• Provides experienced administrative support to faculty and research programs within the Wells Center for Pediatric Research.
• Works independently to manage complex administrative responsibilities, coordinate research-related activities, and build strong working relationships with faculty, staff, trainees, and collaborators. Through their knowledge, problem-solving skills, and commitment to service, they help ensure the smooth day-to-day operations.
• Provides administrative coordination for faculty-led research initiatives and scientific working groups by organizing meetings and events, preparing agendas and materials, coordinating communications, maintaining records, and supporting collaborative research activities.
• Coordinates scholarship and trainee programs, including managing application processes, preparing award communications, tracking participant requirements, maintaining records, supporting review activities, and assisting with program reporting.
• Provides administrative support for faculty research programs by coordinating travel, tracking publications, maintaining NIH biosketches, CVs, and Other Support documents, assisting with purchasing and scientific meetings, and supporting day-to-day research operations and collaboration.
• Coordinates travel and visit logistics for guest speakers, visiting scientists, faculty candidates, and recruits, including itineraries, accommodations, scheduling, communications, and reimbursements.

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.

Additional Information

This position is not eligible for visa sponsorship.

Work Location

Indianapolis, Indiana

Advertised Salary

$48,000 – $53,000. Salary may be determined by your education, experience, knowledge, skills, and abilities, as required by the role, as well as internal equity and alignment with market data.

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

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Telephone: 812-856-1234

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