The IU School of Medicine Department of Ophthalmology is committed to training tomorrow's ophthalmologists and to advancing treatments and prevention of eye diseases and vision disorders through basic, translational and clinical research. Department faculty are known for their clinical expertise and scientific research, and they consistently receive impressive grants to deliver research findings to the medical community.
The position will serve as administrative assistant to the Chair and Vice Chair of Academic and Clinical Operations within Department of Ophthalmology. Will also serve as administrative lead for the department – mentoring staff and developing best practices across the administrative team. This individual has the authority to act as the gatekeeper and makes the decisions on who and when a person will see the Department Chair/ Vice Chair.
Duties and Responsibilities Include: Provide executive, professional front line administrative support for the Chair and Vice Chair of Academic and Clinical Operations. Oversees and mentors administrative support team members within the department and delegates tasks as appropriate. Trains new administrative support staff. Backup payroll and other administrative functions as needed.
Work independently or as a member of a team on special, recurring and non-recurring projects as directed by the Chair or Vice Chair. Act as project manager for special projects as required. Plan meetings including; complex scheduling, guarantee required technological resources are available and operational, secure meeting location, create agendas and itineraries, and manage logistics. Act as department liaison with the IUSM Communications and Gift Development Offices. Will serve as lead and mentor to office administrative staff.
REQUIRED: Bachelor’s Degree, plus 1 year of executive level administrative support experience.
Combinations of experience and education at a 2:1 ratio.
Knowledge, skills, and abilities: Proficient with MS Office including Word, Outlook, PowerPoint, Excel, as well as working in an online environment. Knowledge of academic institutions; human and public relations; as well as office methods and practices. Active listening, written and verbal communication, critical thinking, attention to detail, prioritization and coordination skills. Strong interpersonal skills. Ability to problem solve, work with constant interruptions, juggle multiple projects, deal with confidential information and work directly with the public including students, faculty, department chairs and Deans. Professionalism, thinks carefully about the likely effects on others of one’s words, actions, appearance, and mode of behavior. Selects the words or actions most likely to have the desired effect on the individual or group in question.
1 year of executive level administrative support experience in an academic setting.
Working Conditions/Physical Demands:
Standard office environment, remaining in a stationary position for extended periods of time, extensive use of computer monitor and keyboard. Communicating, and occasionally moving up to 50 lbs. Detailed work, repetitive tasks, concurrent tasks, constant interruptions, repeated distractions.
Salary Plan: PAO
Salary Grade: 2AD
Campus: IUPUI - Indianapolis
Department: OPHTHALMOLOGY (IN-OPTH-IUINA)
Internal Number: 46623
About Indiana University
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.