Program Assistant I, OSI

POSITION PURPOSE

 The Program Assistant I provides logistic and administrative functions for assigned programs and investigators, supports and enables teamwork and team collaboration, and acts as a point of contact and conduit for client and guest interactions to maximize the productivity and achievement of strategic initiatives for the program.

This position is a hybrid position with at least (1) day of onsite activity based on business needs, this role may be considered remote based on location. 

Although this teams opening is designed for a Program Assistant I candidate, applicants with more or less research experience maybe considered for alternative roles.

POSITION ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

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  Arranges and coordinates meetings for assigned faculty and/or staff including agenda and audiovisual requirements ensuring meeting takes place in a timely manner in support of the Institute.

  
  


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  Coordinates travel (air and ground) and lodging as required in a timely and accurate manner to ensure reimbursement.

  
  


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  Prepares, submits and tracks reimbursements for investigators and staff.

  
  


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  Acts as point of contact for visiting guests and assists in logistics of their visits.

  
  


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  Manage a variety of information electronically as needed in support of the program, project or investigator.

  
  


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  Formats and edits papers, forms, reports, grants, and manuscripts to required specifications upon request

  
  


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  Maintains the investigator curriculum vitae(CV) including bibliography and biosketch upon request.

  
  


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  Anticipate and assist with continuous quality improvement.

  
  


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  Research and sources information for projects upon request

  
  


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  Run, source, distribute, route financial and other project related information upon request

  
  


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  Keep things on track, staying abreast of meetings, events, and timelines critical to the success of the program.

  
  


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  Facilitates effective communications within the program by sharing and disseminating information verbally and in written form as necessary writing

  
  


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  Write tweets, blog posts, write content about projects and it’s progress upon request

  
  


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  Create and maintain social media networks and seek opportunities to disseminate information (both Center and Institute level) to these networks.

  
  


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  Monitor own efficiency and effectiveness and contribute to adjustments to work processes as necessary

  
  


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  Makes day to day decisions within standard guidelines

  
  


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  Anticipates needs of assigned investigators and staff

  
  


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  Seeks guidance on deviations from assigned work tasks, guidelines or processes

  
  


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  Provides cross-coverage secretarial and receptionist support

  
  


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  Attends staff meetings and in-service training as required

  
  


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  Performs all tasks to company standards with limited direct supervision

  
  


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  Performs miscellaneous tasks as assigned by the supervisor and actively seeks additional tasks as time permits

  
  


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  Seeks input and feedback from team members to improve individual work activities

  
  


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  Handles sensitive situations with demonstrated poise, tact, and diplomacy

  
  

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

EDUCATION and/or EXPERIENCE

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  High school diploma. College degree preferred.

  
  


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  Three years of administrative or project support experience preferred.

  
  


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  Healthcare or technology industry experience preferred.

  
  


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  Must possess a positive attitude and ability to work with interdisciplinary team of professionals.

  
  


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  Must be able to work in a fast-paced environment with ability to juggle multiple competing tasks and demands

  
  


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  Must be flexible and willing to help others with their workload.

  
  

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  Demonstrated good listening skills and easily approachable.

  
  


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  Ability to effectively retrieve and synthesize information

  
  

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  Is aware of basic concepts, practices, and procedures in:

  
  
  
  
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    Office and administration procedures

    
    
  
  
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    Standard office equipment software applications

    
    
  
  
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    Working knowledge of IU travel system to include reimbursement policies and procedures

    
    
  
  
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    Data privacy practices and laws

    
    
  
  
  
  

LANGUAGE SKILLS

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  Demonstrated ability to comprehend and write correspondence in a timely manner.

  
  


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  Demonstrated ability to present information in one on one and small group situations within the office environment.

  
  

REASONING ABILITY

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  Demonstrated ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

  
  


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  Must demonstrate ability to prioritize most urgent and important tasks and complete them in a timely and accurate manner.

  
  


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  Must be proactive and possess strong interpersonal communications.

  
  


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  Conscientiously and diligently accomplish tasks independently and under general instruction

  
  

TECHNICAL/COMPUTER SKILLS

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  Proficient computer skills, including working knowledge of Microsoft Word, Microsoft Excel, Microsoft Outlook and e-mail systems.

  
  


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  Ability to operate office equipment, including copiers, fax machines, and phones

  
  

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

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  This position requires the physical ability to work 40 hours per week, including the flexibility to work extended hours as necessary to meet organizational needs

  
  


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  This position requires the ability to sit and/or stand for extended periods of time

  
  


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  This position requires the manual dexterity to operate a keyboard and pointing device

  
  


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  This position requires the ability to travel around campus or to outside meetings as necessary

  
  


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  This position requires the ability to perform focused work with close attention to detail

  
  


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  This position requires excellent speaking, writing, and listening skills

  
  


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  This position requires some physical activity, such as pushing, pulling, lifting, carrying, and moving (up to 20 pounds)

  
  

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

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  This work is fast-paced and deadline-oriented and requires a flexible work schedule

  
  


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  Use of a computer, business office equipment, and other machinery is necessary

  
  


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  This position requires working and interacting with others, both in person and through phone, e-mail, and written correspondence

  
  

BENEFITS OF WORKING HERE 

• Work with a variety of diverse professionals in the healthcare industry


• Free parking


• Paid holidays, vacation, and sick time


• Group Life and Voluntary Term Life insurance


• Long-term and Short-term Disability plans


• Employee Assistance Program (EAP)


• Flexible Spending Account (FSA)


• 403b Retirement Plan with gracious employer contributions


• Fitness program


• Pet insurance


• Qualified employer for loan forgiveness

Please note sponsorship and/or relocation are not available for this position. 

REGENSTRIEF INSTITUTE REQUIRES ALL EMPLOYEES TO RECEIVE THE INFLUENZA VACCINATION ANNUALLY UNLESS APPROVED FOR EXEMPTION