Administrative Assistant

OBSTETRICS AND GYNECOLOGY (IN-OBGY-IUINA)

The mission of the Department of Obstetrics and Gynecology at Indiana University School of Medicine is to advance the health care of women in the State of Indiana and further impact the quality of women’s health care both nationally and abroad. With a steady commitment to recruiting and retaining a diverse faculty, fellow and resident population to better serve the community, the department is educating the next generation of OB-GYN physicians and improving women’s 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 as part of their teams.

Department-Specific Responsibilities

• Provides administrative support to Maternal Fetal Medicine (MFM) Division (9 Faculty Members) and REI (1 Faculty Member) exercising confidentiality, tact and diplomacy
• Schedules and confirms appointments and meetings.
• Takes minutes and transcribes notes from MFM Division Meetings.
• Secures presenters for MFM Journal Club meetings, gathers articles that they will present and send to the group. Day of meeting, takes attendance.
• Participates in the development and implementation of administrative standards, procedures, and practices.
• Develops and maintains providers Curriculum Vitae’s and assists them during faculty annual reviews, promotion and tenure, etc.
• Support Grand Rounds meetings to include logistics in conference rooms (making sure video/audio equipment are working and everyone is able to see presentation), taking care of external speaker by procuring paperwork for adding to purchasing vendor system, arranging flights and hotels for their visit, setting up dinner with speaker as well as faculty members, coordinating meeting logistics, processing honorariums, and travel reimbursements.

General Responsibilities

• Provides administrative support to a department or group of professionals, exercising confidentiality, tact and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports.
• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
• Schedules and confirms appointments, meetings, and travel arrangements; tracks expenses.
• Participates 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.

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 pressure.

Preferred

• Knowledge of university systems and processes such as Chrome River, Buy.IU, academic requirements, etc.
• Proficient at developing and maintaining Curriculum Vitae’s.

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.

Indiana University School of Medicine
Department of Obstetrics and Gynecology
550 University Boulevard
University Hospital 2440
Indianapolis, Indiana 46202

$38,888.00 – $43,888.00 per year based on experience. 

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure .

Career Level: Intermediate

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

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

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.

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 .

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 [email protected] or by visiting IUPD.

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Telephone: 812-856-1234