Administrative Assistant, Herman B Wells Center for Pediatric Research

Department Specific Responsibilities

• Provides experienced administrative support to faculty and research programs within the Wells Center for Pediatric Research.
• Works independently to manage complex administrative responsibilities, coordinate research-related activities, and build strong working relationships with faculty, staff, trainees, and collaborators. Through their knowledge, problem-solving skills, and commitment to service, they help ensure the smooth day-to-day operations.
• Provides administrative coordination for faculty-led research initiatives and scientific working groups by organizing meetings and events, preparing agendas and materials, coordinating communications, maintaining records, and supporting collaborative research activities.
• Coordinates scholarship and trainee programs, including managing application processes, preparing award communications, tracking participant requirements, maintaining records, supporting review activities, and assisting with program reporting.
• Provides administrative support for faculty research programs by coordinating travel, tracking publications, maintaining NIH biosketches, CVs, and Other Support documents, assisting with purchasing and scientific meetings, and supporting day-to-day research operations and collaboration.
• Coordinates travel and visit logistics for guest speakers, visiting scientists, faculty candidates, and recruits, including itineraries, accommodations, scheduling, communications, and reimbursements.

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.

Education

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

Work Experience

4 years of relevant experience.

Skills

• 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.

Pay

$48,000 - $53,000. Salary may be determined by your education, experience, knowledge, skills, and abilities, as required by the role, as well as internal equity and alignment with market data.

Benefits

• 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)