Description

IU School of Medicine - South Bend offers a well-established community medicine experience emphasizing small-group learning and 1-on-1 clinical training.
In partnership with the University of Notre Dame, students and an award-winning research-based faculty explore medicine in the midst of discovery about next-generation cures. IU School of Medicine - South Bend, like other campuses in the IU School of Medicine statewide system, offers exceptional clinical education opportunities and community participation through student groups, extracurricular activities and a strong partnership with local clinical providers.
For more information, please visit the South Bend School of Medicine Site.

Job Summary

Do you love being a first point of contact for students, faculty, and visitors in an educational setting while delivering excellent customer service? Join us! This position is student and public facing; primarily responsible for student and administrative support, assisting faculty in Phase 1 (Years 1 and 2) of the statewide medical education curriculum, and serving as first point of contact for visitors. Serves as the receptionist for IUSM and Notre Dame tenants and as backup support for IUSM staff.
Department-Specific Responsibilities

• Acts as the first point of contact for students seeking resources, faculty connections, or general information, and facilitate access to appropriate personnel/staff/faculty/services.
• Provides administrative assistance as needed to faculty teaching all Phase 1 (Years 1 and 2) courses
• Maintains Google calendars for all Phase 1 courses, including daily student schedules.
• Works with the Simulation staff to participate in scheduled student/standardized patient sessions for Foundations of Clinical Practice (FCP) courses in Phase 1.
• Prepares and sends correspondence for incoming and second-year students prior to the start of the academic year.
• Assists with preparation and distribution of orientation materials for new students.
• Maintains student records and ensure compliance with required health documentation.
• Helps coordinate student life initiatives/programs as needed.
• Coordinates scheduling of teaching spaces and departmental conferences.
• Assists with logistics for events; at times, includes possible before and after normal work hours.
• Processing catering orders and assisting with setup/tear down of events, attending to telecommunication needs, printer and copier maintenance, ordering office supplies, coordinating printing needs.
• Collaborates with the IUSM Department of Communications to maintain and update the website and social media accounts; review content monthly, to ensure it is current and accurate.
• Occasionally assist with exam proctoring as needed.

General Responsibilities

• Provides administrative support to a department or group of professionals, exercising confidentiality, tact and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports.
• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
• Schedules and confirms appointments, meetings, and travel arrangements; tracks expenses.
• Participates in the development and implementation of administrative standards, policies and practices for the organization.
• 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)

WORK EXPERIENCE
Required

• 2 years of relevant experience

SKILLS
Required

• Excellent organizational skills
• Demonstrates ability to maintain confidential information
• Strong verbal communication and listening skills
• Demonstrates excellent judgment and decision making skills
• Ability to simultaneously handle multiple priorities
• Maintains composure under pressure

Preferred

• Demonstrates professionalism and trustworthiness
• Experience with Microsoft Word, Excel, PowerPoint, Teams, Google calendar
• Experience with multi-line telephone, copy machine, scanner

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.

Additional Information

This position is located in South Bend, Indiana,

Work Location

This is an in-person position
South Bend, Indiana

Advertised Salary

$34,000 - $41,000 depending upon experience

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure .

Job Classification

Career Level: Intermediate
FLSA: Nonexempt
Job Function: General Administration
Job Family: Administrative Support
Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

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.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University 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 [email protected] or by visiting IUPD.