The position has the wide authority to act on behalf of the Associate Vice Chair of Clinical and Academic Administration and the Associate Director of Academic Research Administration while working with other Program Chairs, Directors, IU administrators, faculty and external constituents on a range of operational and organizational issues. The position serves as a combined administrative role for the Pathology Administration Office and the Neuropathology Dementia Laboratory team within the Department of Pathology and Laboratory Medicine.
Primary Duties and Responsibilities:
* Assess, manage and coordinate a wide range of complex special projects, programs and initiatives on a regular and continuing basis often with little advance notice. Ensures activities and processes are administered in an effective and efficient manner. Assists in the selection, purchase, and installation of office supplies and various equipment.
* Edits, writes, prepares and distributes documents including letters, presentations, reports, spreadsheets, emails, program agendas, project data, processes, procedures, and other written documents. Gathers data, performs preliminary analysis and researches policies, processes, and procedures. Reports findings.
* Screens calls to control interruptions; responds to routine questions on behalf of the executive and assists and makes referrals as necessary. Schedules and coordinates appointments, meetings, locations, and maintains electronic calendars. Appropriately coordinates travel, time, and place for out of town meetings; assembles background information, agendas, and meeting data. Attends meetings, takes notes, and actively assists the Associate Vice Chair, Associate Director and the Neuropathology Dementia Laboratory team. Provides meeting briefs, itineraries, and other items as needed. Interfaces daily with Pathology Laboratory management team, staff, students, faculty, etc.
* Responds to inquiries and makes judgements and decisions on situations and various matters. Investigates problems, concerns, and complaints. Requests assistance where needed, provides referrals, and maintains communication with the Associate Vice Chair and the Associate Director to ensure awareness, and to gather assistance, advice, and best action steps.
* Handles all travel arrangements for the Neuropathology Dementia Laboratory research team. Arranges for videoconferencing, telephone conference bridges, and provides other support services as requested.
* Maintains confidentiality and operates with discretion in regard to sensitive written information, conversations, and issues. Participates in meetings, committees, conferences, focus groups, and programs as assigned. Tracks progress of programs, events, and projects. Ensures that milestones and deadlines are met. Coordinates projects, assesses needs, and sets goals. Travels among the IU campuses for special meetings, programs, and events.
* Other duties as assigned.
Note: This position is not eligible for Visa sponsorship.
Bachelor's degree and five years of high level administrative assistant responsibilities.
Combinations of education and related experience may be considered.
Excellent communication skills. Ability to collaborate among a diverse group of staff, faculty, students, representatives, and community. High level of judgment and decision making skills and have the ability to maintain confidentiality. High degree of professionalism, etiquette, and cultural sensitivity with an open and friendly demeanor. Flexible and available to adjust schedule to meet operational needs and objectives. Independent and able to work without supervision. Ability to multi-task in a fast pace environment that requires attention to detail, awareness of others and situational needs and outcomes. Excellent customer contact and rapport building skills with ability to troubleshoot issues and solve problems. Ability to take pro-active action steps and timely resolve issues and concerns while meeting multiple deadlines. Experience with databases, spreadsheets, word processing, and presentation software, as well as other applications required for data organization, analysis, and business functions. Ability to maintain strict confidentiality of work and work related issues and concerns.
Team lead or supervisory experience.
Working Conditions / Demands
Must be able to perform essential functions of the job with or without an accommodation.
This posting is scheduled to close at 11:59pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but it 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.
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 without regard to 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 .
Campus Safety and Security
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Founded in 1820, Indiana University is the state’s public university system, comprised of two core campuses—IU-Bloomington and IUPUI—and six regional campuses located throughout the state. Combined, the total student population is more than 114,000 undergraduate, graduate and professional school students. IU is one of the largest employers in the state, with over 20,000 faculty and staff. Indiana University is an equal employment and affirmative action employer and a provider of ADA services. Diversity and inclusion remains a core commitment to IU’s mission to cultivate an educational environment that supports equal access, participation and representation on all of its campuses and that provides educational and career opportunities for all.