Indiana University 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 research. The department has invested in talented scientists and faculty known for their clinical expertise. Work done within the department is guided by the core values of excellence, integrity, diversity, cooperation and respect for all individuals.
W e currently have an exciting opportunity to join our team as a Senior Administrative Secretary providing administrative support to the research faculty and staff wtihin the IUSM, Department of Ophthalmology.
This includes but is not limited to:
* Calendar management, scheduling, and coordinating meetings and conferences, making travel arrangements, processing reimbursements for travel and other allowable expenditures, composing and/or transcribing correspondence or other documents, fielding phone calls, coordinating deliveries.
* Process requisitions, receipts, and check requests in BUY.IU as needed including the purchase of capital assets for the department. Be the BUY.IU trainer and liaison to assigned faculty and staff.
* Assist faculty with the coordination of fellowships. Will manage all day-to-day administrative functions for assigned department fellowships. Tasks could include but are not limited to managing the application process, organizing interviews, completing the match process and coordinating the onboarding of new fellows.
* Act as the point person for research laboratory issues as needed. This will include coordinating service calls for laboratory equipment, contacting campus facility services to address needs in the lab, coordinating laboratory moves, opening, and closures. Tasks include but not limited to coordinating equipment shipment or movement, receiving equipment, coordinating hood decontamination or coordinating hazardous material removal.
* Coordinate monthly clinical research team meetings. This includes keeping a list of agenda items, producing a monthly meeting agenda, attending the meeting to take minutes, distributing minutes and highlighting action items for individuals.
* Be the primary 3rd person drug dispenser to the research coordinators for clinical trials as needed.
* Assist in answering department chair's assistant phone and providing backup for other departmental administrative team members as needed.
High school diploma or GED and three years of related experience.
Proficient user of Microsoft Office Software, including Word, PowerPoint, Excel, and Outlook. Ability to make decisions regarding the prioritization of workloads and the urgency of issues that arise and act accordingly. Ability to work independently and seek direction as needed. Ability to effectively communicate and exchange information.
Working Conditions / Demands
Professional office environment. Long periods of sedentary work using a computer. Must be able to move about the building to different areas within the department and to other areas on campus as required.
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 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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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.