Administrative Support Specialist
Indiana University - Indianapolis, IN

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Will serve as the Administrative Support Specialist to the Executive Associate Dean for Administrative Services, Associate Chief Financial Officer, and the Director of Business Intelligence and Operational Performance. As the key support person for Administrative Services, this individual will interact with internal and external executives on a daily basis including, but not limited to executive leadership within the School of Medicine and the university as well as IU Health and IU Health Physicians. This is an integral role in an environment that relies on and fosters collaborative teamwork and knowledge sharing.

This role is a unique blend of administrative support plus project coordination that requires experience in managing multiple priorities and deadlines and allows the freedom to organize the work to maximize efficiencies and accomplish objectives. Administrative support responsibilities: manages daily calendars of three tightly-scheduled individuals; assesses requests for meetings and--with knowledge of people, projects, and priorities--resolves conflicts and schedules meeting events. Uses good judgment in triaging phone calls, responds to inquiries, makes referrals, and independently problem solves as much as possible while maintaining a high level of professionalism and confidentiality. Creates and edits reports, documents, emails, and presentations. Project coordination responsibilities: manages workgroups and committees; sets agendas, schedules meetings, prepares materials for meetings, takes minutes, follows up on tasks assigned and posts committee information on Share Point. Compiles project data from multiple sources into spreadsheet or executive summary format.

To be successful in this role candidates will possess strong interpersonal skills and be able to communicate with individuals at all levels of the organization both verbally and in writing; function independently and professionally in addressing questions and troubleshooting issues; think critically, take risks, and make decisions. Demonstrated ability and track record of remaining calm under pressure, working with constant interruptions and seeing the broader implications of his/her actions and decisions.

Required: High School diploma, plus 5 years’ progressive administrative experience OR 2 years of college with 3 years’ progressive administrative experience. Highly proficient with MS Office, especially Outlook, Word, and Excel.

Preferred: Bachelor's degree from an accredited institution.

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