Administrative Assistant, Herman B Wells Center for Pediatric Research

Department

PED-WELLS CTR FOR PED RES (IN-WCPR-IUINA)

Department Information

The Herman B Wells Center for Pediatric Research conducts basic science and translational research within the Department of Pediatrics at Indiana University School of Medicine. The Wells Center houses more than 300 faculty investigators, staff, and trainees seeking answers to the most pressing questions related to childhood illness.

With the collaboration between scientists and physicians, the center aims to increase knowledge of causes and mechanisms of serious pediatric diseases. Our goal is to develop innovative approaches to the diagnosis and treatment of sick children in Indiana and beyond.

Job Summary

Department Specific Responsibilities

• Provides executive-level administrative and operational support to Dr. DeBosch in his roles as Vice Chief of Pediatric Gastroenterology, Wells Center Program Leader, and MSTP faculty lead.
• Coordinates complex activities across clinical, research, and educational missions and works both independently and collaboratively on specialized, non-recurring, and high-priority projects.
• Also partner with business and finance teams to identify appropriate funding sources for requests in all 3 arenas, clinical, research and education.
• Provides administrative support to faculty within Dr. DeBosch¿s research program at the Wells Center.
• Serves as a primary point of contact for disseminating highly sensitive information to faculty, staff, and administrators.
• Manages Dr. DeBosch's hospital credentialing.
• Maintains professional memberships and certifications.
• Maintains records related to committee meetings and faculty and staff reviews

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Tracks professional development; and maintaining faculty CVs and NIH Biosketch.

• Submits purchase orders and expense reports.
• Coordinates travel arrangements.
• Collaborates with business office teams to identify appropriate funding sources and ensure compliance.
• Provides administrative support for university-level committees and regularly interfaces with IUSM and Pediatric leadership to exchange information, resolve issues, and support operational needs.
• Schedules and coordinates meetings with graduate students, fellows, residents, and faculty, and manages Dr. DeBosch's complex calendar as well as calendars for faculty within his research program.
• Coordinates and organizes research, clinical, and educational activities aligned with Dr. DeBosch's leadership roles.
• Organizes and facilitates meetings and conferences, including planning logistics, coordinating presenters, and managing event execution.
• Supports preparation of presentations for academic work and ensures alignment of activities across clinical, research, and educational missions.
• Collaborates with internal stakeholders to plan and coordinate events and activities, ensuring efficient communication and execution across multiple priorities.

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)

WORK EXPERIENCE

Required

• 4 years of relevant experience.

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.

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 not eligible for visa sponsorship.

Work Location

Indianapolis, Indiana

Advertised Salary

$48,000 - $53,000 Sal…