The Division of Pediatric Gastroenterology is seeking a senior administrative secretary. This position will provide support to the Pediatric Gastroenterology program in an administrative assistant role and provide administrative and fiscal support for the assigned faculty.
Primary Responsibilities Include:
* Serve as point of contact and provide executive administrative support for assigned faculty including management of schedules; meeting/conference/lectureship coordination, travel support and documentation; credentialing, faculty promotions; screening communications; disseminating information to faculty, staff, and administrators; tracking annual budgets and submitting expense reports; maintaining curriculum vitiates and faculty files. Support includes professional development, organizing regional courses developed by the pediatric GI group, etc. Organize research/clinical/academic conferences for the group. Prepare and maintain a variety of financial reports for the GI Section, including direct vendor payments, reimbursement to employees for out-of-pocket expenses and travel arrangements; develop tools for physician bonus system, tracking quality targets, etc. Prepare presentations for national, regional and local academic work. Book conference rooms and add to Outlook calendars for faculty and set up for meetings. Schedule educational conferences for the year.
* Record physician clinical activity, rotation schedules, on-service schedules, lectures, meetings and appointments in Outlook/Amion/Cerner.
* Provide support for University-level committee work such as Promotions Committee, Medical School GI&N Course, VSST, and other work of faculty. This includes meeting prep, course curriculum prep, organizing presenters, scheduling meetings, and reserving conference rooms.
* Provide support for editing and proofreading manuscripts, grants, presentations, and communications involved in the collaborative grants originating from pediatric GI group, or where pediatric GI partnership and contributions will be involved in the design and approach of the research innovation and productivity. This includes helping prepare documents for submission of grants where pediatric GI will be or has been involved.
* Assist in development of Quality Improvement projects for the Pediatric GI group, including clinical productivity, and education.
High school diploma or GED and one year of office experience.
Ability to plan, prioritize, and execute assignments independently. Strong communication and interpersonal skills and able to prioritize a large portfolio of projects with daily operational duties. Ability to complete all projects on schedule with a high level of accuracy and attention to detail. Excellent organizational and time management skills. Excellent proofreading skills. Proficiency with Microsoft Word, PowerPoint and Outlook. Ability to resolve problems tactfully and exercise diligence in safeguarding confidential information. Ability to work independently and as an effective team member. Ability to maintain integrity and confidentiality in administrative matters.
Bachelor's degree from an accredited institution. Three years of experience. Experience in a higher education setting, ideally with Indiana University. Proficiency with Excel and EndNote. Previous experience with Cerner. Experience in IU policies and procedures. Knowledge of Indiana University programs, departments, processes, and information systems.
Salary Plan: CL
Salary Grade: 06
Job Function: General Admin
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.
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