Provides coordination and programmatic support for the Indiana Clinical and Translational Institute (CTSI) Central Office and 2 additional key programs.
Serves as key point of contact for Suite 1000 staff, faculty and visitors' needs.
Provides the Tracking and Evaluation program with administrative support with data quality assurance and database maintenance.
Supports the Assistant Business Manager with financial documentation including the initiation, tracking and monitoring of equipment and expenses, and reconciliation of expenses.
Initiates and processes through completion purchase requisitions via BUY-IU for a variety of transactions for the Indiana CTSI. This includes the purchase of supplies, contract purchases, subcontract requests, and check requests for vendor payments.
Initiates and processes through completion trip authorization and reimbursement requests for various administrative leaders via Chrome River.
Responsible for Tracking and Evaluation team's meeting and working group scheduling needs, logging and planning timelines for data requests and deadlines, and responding to general requests for access to forms and data.
Assists in the maintenance, completion and management of data quality for specific data repositories (e.g. confirming name, email, institution, department/area of expertise, etc. for quarterly lists of investigators served).
Serves as an office manager i.e. access, mail, suite maintenance, etc.
General Responsibilities
Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow.
Organizes office operations and procedures, such as creating Word or Excel files, bookkeeping, and preparation of payrolls, flow of correspondence, filing, requisition of supplies, and other office services.
Oversees opening, sorting, and routing of incoming mail, answers correspondence and prepares outgoing mail.
Purchases and maintains office supplies and equipment, as well as budget expense control.
May be part of a team to select and train other staff and allocate tasks and assignments to lower-level appointed staff and monitor their performance.
May assist with administrative needs related to the daily operations, planning, and implementation of various or multiple student services or department initiatives.
May work on office projects engaging others to collaborate and accountable to see through to completion.
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
4 years of relevant experience
SKILLS
Required
Proficient communication skills
Effective interpersonal skills
Excellent organizational skills
Demonstrated ability to maintain confidential information
Demonstrates excellent judgment and decision making skills
Maintains a high degree of professionalism
Ability to simultaneously handle multiple priorities
Demonstrated time management and priority setting skills
Ability to lead/manage others
Proficient in Microsoft Excel
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 is eligible to work a hybrid schedule (mix between remote and in-person work), subject to change in the future based on university policy and business needs.
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: Mastery
FLSA: Nonexempt
Job Function: General Administration
Job Family: Administrative Generalist 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 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
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