This role will provide administrative and managerial assistance to two senior administrators within the School of Medicine Dean's Office: the Associate Chief Financial Officer and the Director of Business Intelligence and Operational Performance (BI-OP). This position will serve as primary liaison for Dean's Office Associate Chief Financial Officer to school executive leaders and all internal and external constituents.
This role will support each team by arranging meetings, assessing and responding to needs, preparing and maintaining highly sensitive and confidential information and documents and will work as part of Dean's Office administrative team as back up for other Executives, as needed.
Provide direct, comprehensive and complex administrative support to the Associate Chief Financial Officer for Finance and Administrative Services and the Director of Business Intelligence & Operational Performance (BI-OP). Serve as liaison to diverse faculty, staff, administrators, executives, executives of healthcare partners, other deans, and other constituents on behalf of the Directors.
Handle sensitive and confidential correspondence and reports, monitor demands on Directors' time, determine level of priority of issues, answer all routine and non-routine questions on their behalf, assist and make referrals as necessary to appropriate resource, and problem solve as much as possible.
Answers and screens all incoming calls and manages calendars. Facilitates agenda development and prioritization of topics, determines meeting schedules and logistics, completes official minutes and meeting summaries and manages logistics and administrative support processes for critical committees.
Schedule and organize complex one-time and recurring activities such as meetings, travel, conferences and presentations. Manage and monitor all small and large scale meeting logistics including planning, timeline management, invitations, accommodations, transportation, facilities, catering, signage, audio/visual (AV) arrangements, displays, special needs requirements, printing and event communication. Prepare materials needed for executives at least a day in advance to ensure proper preparation for meetings. Execute reimbursement processes in accordance with IU policy.
Provide programmatic support for the BI-OP unit by maintaining the unit's online presence of project materials, training materials, committee materials, and unit goals status reports via intranet and other web presences, and management of shared mailboxes/communication methods. Responsible for the organization and archiving of reports and other necessary information within the BI-OP team electronic data repository requiring coordination and follow up with team members.
Support the business services team through account management, processing, and other special projects which includes: Provide oversight and reconciliation for the Office of the Dean hospitality vendor accounts (house accounts). Update and maintain access privileges and calendars for the Financial Services C3 Sharepoint pages and Box.IU accounts. Serve as point of contact for documents to be submitted to the Associate CFO for a variety of organizational units. Prepare memorandums to communicate information and decisions to departments and centers regarding Financial Services programs and allocation items.
REQUIRED: Bachelor’s Degree plus 1 year of related office experience. A combination of education and experience may be considered.
Highly proficient with Microsoft Office including Outlook, Word, Excel and PowerPoint. Exceptionally professional verbal and written communication skills to explain complex issues and problem solve. Ability to interact with a wide variety of individuals and respond to their questions and needs. Professional level computer skills which are transferrable to university systems. Ability to manage projects with minimal direction. Ability to gather information and apply it to multiple situations. Ability to identify process and service improvements and implement. Knowledge of various university and school policies and ability to interpret and implement. Problem-solving and analytical skills. Ability to work independently and think conceptually, with a keen attention to detail.
Prefer experience in an academic setting or executive level support.
Working Conditions/Physical Demands:
Must be able to perform the essential functions of the job.
Salary Plan: PAO
Salary Grade: 2AD
Internal Number: 43152
About Indiana University
Founded in 1820, Indiana University is the state’s public university system, comprised of two core campuses—IU-Bloomington and IUPUI—and six regional campuses located throughout the state. Combined, the total student population is more than 114,000 undergraduate, graduate and professional school students. IU is one of the largest employers in the state, with over 20,000 faculty and staff. Indiana University is an equal employment and affirmative action employer and a provider of ADA services. Diversity and inclusion remains a core commitment to IU’s mission to cultivate an educational environment that supports equal access, participation and representation on all of its campuses and that provides educational and career opportunities for all.