Senior Administrative Support Coordinator (Administrative Assistant)

Senior Administrative Support Coordinator (Administrative Assistant) at Indiana University Senior Administrative Support Coordinator (Administrative Assistant) at Indiana University in Indianapolis, Indiana Posted in about 14 hours ago.

Job Description:

Department

DEAN MED-MEDICAL STUDENT EDUCA

(IN-DMSE-IUINA) Department Information Medical Student Education (MSE) at the Indiana University (IU) School of Medicine supports more than 1,400 Doctor of Medicine (MD) students across 9 statewide campuses, delivering an innovative curriculum that integrates foundational science with early clinical experiences. Rooted in the school's mission to advance health through excellence in education, research, and patient care, MSE partners closely with faculty and student services to provide comprehensive academic support, advising, and learning resources. The department upholds core values of excellence, respect, integrity, and collaboration, fostering a high-quality, student-centered learning environment. Job Summary The Senior Administrative Support Coordinator will provide high level administrative support to the Senior Associate Dean, the Associate Dean for Curricular Development and Oversight, and the Director of Operations, including managing complex calendars, coordinating meetings, preparing documents, overseeing travel arrangements, and completing travel reconciliation. Department-Specific Responsibilities Acts as a liaison between senior leadership and faculty, staff, students, and external partners. Assists with the preparation of grant proposals, presentations, and other materials related to research, academic programs, and strategic initiatives. Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc. Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately. Manages budget tracking and financial processing. Assists fiscal processing by originating fiscal documents in IU and Indiana University Foundation (IUF) systems. Follows appropriate IU policy and accounting practices, including but not limited to, procurement, travel, and reimbursements. Maintains record keeping for grant funding, as available. Provides the Medical Student Council support for fiscal activities related to hospitality, travel, and reimbursement. Stays up-to-date with the latest trends in administrative technology, proactively bringing forward new ideas for innovation and improvement. Provides Internal process support and backup for other administrative positions as needed. Coordinates special projects, events, and initiatives within the medical school. Assists with department events such as graduation, white coat ceremony, and orientation. Delivers accurate, high quality work consistently. Manages multiple priorities with professionalism and precision. General Responsibilities Provides administrative support to executives, exercising confidentiality, tact and diplomacy. Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc. Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately. Manages executive's calendar, meetings, travel, correspondence, and budget. Acts as informal resource for colleagues with less experience; responds to more complex or escalated inquiries. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided. May perform other duties related to maintaining an internal website and/or working with social media. Qualifications 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). Preferred Some college.

WORK EXPERIENCE

Required 4 years of relevant experience. Preferred 5 years experience in administrative or executive support, specifically in education or a healthcare related field. Experience supporting leadership or managing office operations. SKILLS Required Excellent organizational skills. Demonstrates ability to maintain confidential information. Strong verbal communication and listening skills. Excellent collaboration and team building skills. Demonstrates excellent judgment and decision making skills. Effective conflict management skills. Preferred Strong proficiency with Microsoft 365 (Outlook, Teams, Excel, Word, Point). Meticulous attention to detail and the ability to manage multiple priorities with professionalism and precision. Initiative and ability to work independently. Excellent prioritization skills. Working Conditions / Demands 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. Work Location Medical Education and Research Building 350 West 14th Street Indianapolis, Indiana 46202 This position is eligible for a hybrid schedule (3 days remote and 2 days in-person work), subject to change in the future based on university policy and business needs. Benefits Overview For full-time staff employees, Indiana University offers a wide array of benefits including: Comprehensive medical and dental insurance Health savings account with generous IU contributions Healthcare and dependent care flexible spending accounts Basic group life insurance paid by IU Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance Base retirement plan with generous IU contributions, subject to vesting Voluntary supplemental retirement plan options Tuition subsidy for employees and family members taking IU courses 10 paid holidays plus a paid winter break each year Generous paid time off plans Paid leave for new parents and IU-sponsored volunteer events Employee assistance program (EAP) Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Job Classification Career Level:

Mastery FLSA:

Nonexempt Job Function:

General Administration Job Family:

Administrative Support Click here to learn more about Indiana University's Job Framework. Posting Disclaimer 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. Equal Employment Opportunity Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information. Campus Safety and Security 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 iups@iu.edu or by visiting IUPD.

Contact Us Request Support Telephone:

812-856-1234