Job Description

Job Summary
The Senior Administrative Support Coordinator will provide high level administrative support to the Senior Associate Dean, the Associate Dean for Curricular Development and Oversight, and the Director of Operations, including managing complex calendars, coordinating meetings, preparing documents, overseeing travel arrangements, and completing travel reconciliation.

Department-Specific Responsibilities

Acts as a liaison between senior leadership and faculty, staff, students, and external partners.
Assists with the preparation of grant proposals, presentations, and other materials related to research, academic programs, and strategic initiatives.
Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
Manages budget tracking and financial processing.
Assists fiscal processing by originating fiscal documents in IU and Indiana University Foundation (IUF) systems.
Follows appropriate IU policy and accounting practices, including but not limited to, procurement, travel, and reimbursements.
Maintains record keeping for grant funding, as available.
Provides the Medical Student Council support for fiscal activities related to hospitality, travel, and reimbursement.
Stays up-to-date with the latest trends in administrative technology, proactively bringing forward new ideas for innovation and improvement.
Provides Internal process support and backup for other administrative positions as needed.
Coordinates special projects, events, and initiatives within the medical school.
Assists with department events such as graduation, white coat ceremony, and orientation.
Delivers accurate, high quality work consistently.
Manages multiple priorities with professionalism and precision.
General Responsibilities

Provides administrative support to executives, exercising confidentiality, tact and diplomacy.
Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
Manages executive's calendar, meetings, travel, correspondence, and budget.
Acts as informal resource for colleagues with less experience; responds to more complex or escalated inquiries.
Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided.
May perform other duties related to maintaining an internal website and/or working with social media.
Qualifications
Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.



EDUCATION

Required

High school diploma or equivalent (such as HSED or GED).
Preferred

Some college.
WORK EXPERIENCE

Required

4 years of relevant experience.
Preferred

5 years experience in administrative or executive support, specifically in education or a healthcare related field.
Experience supporting leadership or managing office operations.
SKILLS

Required

Excellent organizational skills.
Demonstrates ability to maintain confidential information.
Strong verbal communication and listening skills.
Excellent collaboration and team building skills.
Demonstrates excellent judgment and decision making skills.
Effective conflict management skills.
Preferred

Strong proficiency with Microsoft 365 (Outlook, Teams, Excel, Word, SharePoint).
Meticulous attention to detail and the ability to manage multiple priorities with professionalism and precision.
Initiative and ability to work independently.
Excellent prioritization 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.