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Administrative & Events Coordinator at Indiana University

Posted in Education 30+ days ago.

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Location: Indianapolis, Indiana

Job Description:

*Serve as point of contact and provide administrative support for the SNRI office. Serve as coordinator for the Neurosciences Research Seminar Series & SCBIRG Research Forum Series. Work directly with the coordinators of each series. Schedule all lodging, transportation, and dinner reservations for nonemployee speakers and guest. Schedule faculty meetings, secure meeting locations and monitor demands. Organize complex activities including travel, registration, itineraries, logistics, etc. Manage special department events to ensure smooth and efficient operations. Generate invitation lists and create and distribute invitations. Secure catering services and determine menu for weekly seminars, seminar luncheons, and special events. Make sure that the weekly seminar is set-up properly and that clean-up is complete. Manage and distribute Stark Seminar Series announcements and reminders to the Neuroscience Seminar distribution list and other groups. Set up recordings and direct feeds through CAITS- MTS (Multimedia Technology Services). Work in KFS system to add new vendors, process non-employee travel reimbursements, honorariums, and meal reimbursements. Create and Process PO's, Requisitions, DV's, DVP's, for employees, nonemployees and students. Update seminar website information.

*Communication/Customer Service - Maintain an effective communication link between department and those contacted during the normal course of duties; initiates, receives, and reroutes phone calls; prepares letters or memos as necessary; assists and advises students, faculty, staff and visitors; researches inquiries; mails, emails, and faxes requested materials to customers; directs customers to appropriate person or department as needed. Provide content updates Communications Coordinator for both STARK and SCBIRG websites.

*Complete and Process payments on Procurement Card for confidentiality agreements, memberships, subscriptions, meeting registrations. Keep all receipts and supporting data for monthly end statements and upload all documents into the FMS system. Support the Medical Neuroscience Graduate Program by collecting sign-in sheets and keep tally of attendance. Distribute exams for and collect for grading. Order supplies for Stark and NSCC staff and faculty. Building Operations, Request new employees, doctors, fellows, and students building access through CARDACS. Update personnel directory for the building as needed. Process Fed Ex packages for office. Distribute, log, and order parking validations, and hang tags.

REQUIRED: High School graduate or equivalent, plus 1 year of administrative support experience where use of a personal computer to prepare correspondence, reports, charts, etc., or to enter/retrieve/update information.

Preferred Qualifications Working Conditions / Physical Demands