This position is a first-line support position for administrative, academic and student service activities at IUSM-FW. This includes, but is not limited to, supporting the IUSM-FW Director, Assistant Directors, front office staff, Medical Student Education Coordinators, IUSM-FW faculty; assisting students, staff and visitors as needed. The incumbent will conduct administrative services and provide instructional technology support to students and faculty. Approximately 80% of the responsibilities are designed to follow established policies and procedures of IUSM. The remaining 20% of this position will require independent decision making as well as shared decision making. This position works closely with the Director, Medical Student Education Coordinator, Master Clinicians and Statewide Course Directors and thus will have a significant impact on the School of Medicine as well as its faculty and students. Without competent support in this position there could be a negative impact on curriculum implementation, student learning and the operational integrity as a whole.
Coordinate and update calendar of Center Director
Complete and keep records of Center Director's tasks
Greet visitors and answer phones. Answer questions and provide general information about the school as required
Maintain administrative and academic calendars
Schedule meetings, video conferences and associated activities
Generate documents (memos, minutes, etc.)
Assist with financial services
Assist with appointment, promotion, reimbursement and CMEs for Volunteer Clinical Faculty; staff/faculty travel reimbursements.
Distribute mail and packages
Conduct tours for students and visitors, etc.
Coordinate admission interviews at IUSM-FW
Purchase and maintain office supplies and maintain office environment
Assist with school and student event planning including scheduling, room set-up, meal planning, vendor contact and post-event restoration
Oversee IUSM-FW building security system.
Support building maintenance and operations
Maintain student calendars
Oversee orientation for incoming IUSM-FW students including credentialing requirements with local hospitals, assignment of lockers, ID badges and mailboxes, FIT testing new students for TB masks and certifying students in CPR/BLS.
Support OSCE practices
Assists with Student Interest Group (SIG) events
Respond to student needs and safety
Direct students to appropriate IUSM resources to resolve personal and academic problems, as well as faculty and student related concerns
Assist Educational Coordinators and serve as back-up
Coordinate course activities, Determine space resources and time scheduling
Provide exam support and assist as necessary for the successful implementation of the IUSM curriculum
Schedule IT arrangements for course(s) as needed
Supervise (proctor) examinations on the Fort Wayne campus. Schedule and deploy specialized course surveys in collaboration with the IUSM-FW Medical Student Education Coordinator
Support IUSM-FW IT specialist, keep laptop computers updated and in good working order. Make sure that the required updated programs are available. (ExamSoft, NBME exams, etc.)
Back up for updates to IUSM-FW digital signage
Participate in professional development opportunities to remain current on instructional, evaluation, and assessment technologies required for successful course support (e.g. Canvas, ExamSoft, Medhub, Webpage updates)
High school diploma or GED and one year in program coordination and/or administrative support in an academic setting.
Excellent interpersonal and communication skills. Ability to work independently and to think ahead to anticipate potential problems. Excellent problem-solving and decision-making skills to help resolve scheduling issues, assist with student issues, and prioritize competing tasks. Knowledge of Microsoft Office programs including Word, Excel, PowerPoint, and Outlook. Experience working with databases and learning management systems (Blackboard, Canvas). Ability to learn new technologies.
Experience in both a medical and academic setting.
Working Conditions / Demands
Must be able to perform essential functions of the job with or without an accommodation.
2101 E Coliseum Blvd
Fort Wayne, Indiana 46805
Salary Plan: CL
Salary Grade: 06
Job Function: General Admin
This posting is scheduled to close at 11:59pm 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 without regard to 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
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.
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.