Administrative Assistant (Program Management Specialist) at Indiana University

Posted in Other 2 days ago.

Location: Indianapolis, Indiana

Job Description:



Department Information

The Department of Surgery is the third largest Department within Indiana University School of Medicine. We are committed to the education and development of excellent surgical clinicians, incorporating the skills, knowledge and competencies essential for providing a high standard of care to residents across the state of Indiana and beyond. Faculty educators in the Department of Surgery strive to advance surgical scientists and their research and aim to instill the leadership qualities that will empower graduates to excel in all practice settings.

As the nation's largest medical school, IUSM is committed to being an institution that not only reflects the diversity of the learners we teach and the patient populations we serve, but also pursues the values of diversity, equity and inclusion that inform academic excellence. We desire candidates who enhance our representational diversity, as well as those whose work contributes to equitable and inclusive learning and working environments for our students, staff, and faculty. IUSM strives to take an anti-racist stance, regularly evaluating and updating its policies, procedures, and practices to confer equitable opportunities for contribution and advancement for all members of our community. We invite individuals who will join us in our mission to advance racial equity to transform health and well-being for all throughout the state of Indiana.

Job Summary

We are seeking a Program Management Specialist / Administrative Assistant to join our team who is looking for variety in their work day and desires to make a positive impact on our department by directly supporting the Chair of Surgery and the initiatives that will continue to help Surgery evolve and grow.

Department-Specific Responsibilities

  • Responsible for day-to-day administrative support in addition to assisting with the Chair's programmatic initiatives involving collaboration within Surgery, across IU School of Medicine, and external collaborators within the local area or across the country.

  • Manages the Chair's calendar.

  • Drafts / sends correspondence (letters, emails, etc.) on behalf of the Chair's Office.

  • Assists with scheduling travel - both national and international.

  • Assists with processing expense reports.

  • Assists with event planning and catering management.

  • Performs other duties as assigned.

General Responsibilities

  • Collaborates with team members to develop program objectives and create policies to meet them. Coordinates program operation with all collaborative units.

  • Monitors progress and maintains all necessary data bases.

  • Actively recruits program participants and researches new venues and methods of recruitment.

  • May provide guidance to support and temporary staff and coordinates workflow for the program.

  • Researches available grants and assists creating funding proposals that further advance support of the program. Writes grant reports.

  • Administers program budgets.




  • Bachelor's degree

Combinations of related education and experience may be considered



  • Proficient communication skills

  • Maintains a high degree of professionalism

  • Demonstrated time management and priority setting skills

  • Demonstrates a high commitment to quality

  • Possesses flexibility to work in a fast paced, dynamic environment

  • Seeks to acquire knowledge in area of specialty


  • Demonstrates the ability to use critical thinking skills to trouble shoot and problem solve

  • Excellent listening skills

  • Strong verbal and written communication skills

  • Experience in MS Office Products, specifically Word, Outlook, and PowerPoint proficiency are the most critical

  • Experience working with EndNote

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

Indianapolis, Indiana

This position offers the possibility of a Remote Work Arrangement with a mix of in-person and remote work to adjust for ways that improve productivity and flexibility, while meeting the needs of the candidate, the hiring unit, and the university. This may be up to 1 day per week, depending on business need.

Advertised Salary

The salary range for this position is $50K - $60K. Salary offered will be commensurate with experience.

Please review IU's comprehensive benefit offering here:

  • Retirement plan - all benefit eligible employees receive an automatic 10% IU retirement contribution, with no match required; fully vested after 3 years

  • Paid Time Off accruals - 10 paid holidays, 20 hrs per month / 240 hrs (30 days) - first 60 months; goes up to 24 hrs per month / 288 hrs (36 days) after 60 months (carry over limits apply, but are generous)

  • Tuition reimbursement benefits - apply to the employee, eligible dependent children, and eligible spouse

  • Paid Parental Leave - provided for up to 6 weeks following the birth of a newborn or newly adopted child, following 1 year of employment

Work Hours

The person in this role will be expected to attend early morning and evening meetings and events.

Job Classification

Career Level: Core

FLSA: Exempt

Job Function: General Administration

Job Family: Program Management

Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.

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.

New employees will be provided with information regarding Indiana University's COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page.

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 based on individual qualifications. Indiana University prohibits discrimination based on 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

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 or by visiting IUPD.

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