Executive Assistant

Department

OFFICE OF THE DEAN - MEDICINE (IN-DOSM-IUINA)

Department Information

The Office of Educational Affairs provides support to meet the educational needs across the school, including health science professions and medical students, medical residents and fellows, and continuing education for practicing clinicians and researchers statewide. This office also serves faculty by providing resources and guidance for curriculum development, program assessment, student evaluation, and learning technology.

Led by Executive Associate Dean for Educational Affairs, Bradley L. Allen, MD, PhD., the Office of Educational Affairs coordinates educational programs and support services, activities for continuing education, and Graduate Medical Education activities. The department also counsels students, directs the Office of Medical School admissions and the Office of Financial Services, and oversees and directs educational programs for health professions programs.

Job Summary

Department-Specific Responsibilities

• Maintains the Executive Associate Dean (EAD) for Educational Affairs calendar.
• Schedules, plans, and coordinates meetings, travel, conferences, speaking engagements, tours, presentations, and events.
• Qualifies appointments by clarifying purpose and agenda.
• Prepares and manages logistics (timelines, lodging, transportation, reservations, catering, signage, technology, accommodations, materials, and communication).
• Provides materials and details at least one business day in advance.
• Greets and seats in-person attendees.
• Drafts and edits correspondence, presentations, documents, and reports with strong attention to detail and timeliness.
• Establishes and maintains filing systems and records.
• Handles sensitive and confidential information while prioritizing appropriately.
• Oversees Educational Affairs organizational charts.
• Facilitates routing and signature processes for Memorandums of Understanding (MOU).
• Creates agendas and manages monthly meetings for the Deans Offices of Education and Regional Campus Systems.
• Coordinates quarterly department chair visits (attendance, planning, agendas, and presentations).
• Supports the graduation recognition ceremony (platform party management).
• Assists with Indiana University School of Medicine (IUSM) events (all school meetings, Match Day, etc.).
• Supports the White Coat Ceremony (platform party management).
• Coordinates receptions (e.g., Point of Care Ultrasound (POCUS) Celebration, Bicentennial Scholars Celebration).
• Organizes open houses (e.g., Educational Affairs Holiday Open Houses).
• Participates in deans' executive assistants meetings.
• Balances executive support with additional responsibilities through effective time management and prioritization.
• Serves on hiring committees across units.

General Responsibilities

• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Welcomes guests and customers by greeting them, in person or on the telephone; answers or directs inquiries.
• Maintains customer confidence and protects administrative operations by keeping information confidential.
• Prepares administrative information and reports by collecting, analyzing, and summarizing data and trends.

Qualifications

EDUCATION / WORK EXPERIENCE

Required

• High school diploma or equivalent (such as HSED or GED) with 7 years of experience in an administrative support role; OR
• Associate's degree with 4 years of experience in an administrative support role; OR
• Bachelor's degree with 2 years of experience in an administrative support role.

SKILLS

Required

• Ability to simultaneously handle multiple priorities.
• Strong verbal communication and listening skills.
• Demonstrates ability to maintain confidential information.
• Strong tact and diplomacy 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.

Additional Information

This position is eligible for a hybrid schedule (2 days remote and 3 days of in-person work), subject to change in the future based on university policy and business needs.

Work Location

Indianapolis, Indiana

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 and 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

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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

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Telephone: 812-856-1234