Program Assistant I, OSI

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.

• 
  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.
  
• 
  Coordinates travel (air and ground) and lodging as required in a timely and accurate manner to ensure reimbursement.
  
• 
  Prepares, submits and tracks reimbursements for investigators and staff.
  
• 
  Acts as point of contact for visiting guests and assists in logistics of their visits.
  
• 
  Manage a variety of information electronically as needed in support of the program, project or investigator.
  
• 
  Formats and edits papers, forms, reports, grants, and manuscripts to required specifications upon request
  
• 
  Maintains the investigator curriculum vitae(CV) including bibliography and biosketch upon request.
  
• 
  Anticipate and assist with continuous quality improvement.
  
• 
  Research and sources information for projects upon request
  
• 
  Run, source, distribute, route financial and other project related information upon request
  
• 
  Keep things on track, staying abreast of meetings, events, and timelines critical to the success of the program.
  
• 
  Facilitates effective communications within the program by sharing and disseminating information verbally and in written form as necessary writing
  
• 
  Write tweets, blog posts, write content about projects and it's progress upon request
  
• 
  Create and maintain social media networks and seek opportunities to disseminate information (both Center and Institute level) to these networks.
  
• 
  Monitor own efficiency and effectiveness and contribute to adjustments to work processes as necessary
  
• 
  Makes day to day decisions within standard guidelines
  
• 
  Anticipates needs of assigned investigators and staff
  
• 
  Seeks guidance on deviations from assigned work tasks, guidelines or processes
  
• 
  Provides cross-coverage secretarial and receptionist support
  
• 
  Attends staff meetings and in-service training as required
  
• 
  Performs all tasks to company standards with limited direct supervision
  
• 
  Performs miscellaneous tasks as assigned by the supervisor and actively seeks additional tasks as time permits
  
• 
  Seeks input and feedback from team members to improve individual work activities
  
• 
  Handles sensitive situations with demonstrated poise, tact, and diplomacy
  

• 
  High school diploma. College degree preferred.
  
• 
  Three years of administrative or project support experience preferred.
  
• 
  Healthcare or technology industry experience preferred.
  
• 
  Must possess a positive attitude and ability to work with interdisciplinary team of professionals.
  
• 
  Must be able to work in a fast-paced environment with ability to juggle multiple competing tasks and demands
  
• 
  Must be flexible and willing to help others with their workload.
  

• 
  Demonstrated good listening skills and easily approachable.
  
• 
  Ability to effectively retrieve and synthesize information
  

• 
  Is aware of basic concepts, practices, and procedures in:
  
  
  
  • 
    Office and administration procedures
    
  • 
    Standard office equipment software applications
    
  • 
    Working knowledge of IU travel system to include reimbursement policies and procedures
    
  • 
    Data privacy practices and laws
    
  
  
  
  

• 
  Demonstrated ability to comprehend and write correspondence in a timely manner.
  
• 
  Demonstrated ability to present information in one on one and small group situations within the office environment.
  

• 
  Demonstrated ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
  
• 
  Must demonstrate ability to prioritize most urgent and important tasks and complete them in a timely and accurate manner.
  
• 
  Must be proactive and possess strong interpersonal communications.
  
• 
  Conscientiously and diligently accomplish tasks independently and under general instruction
  

• 
  Proficient computer skills, including working knowledge of Microsoft Word, Microsoft Excel, Microsoft Outlook and e-mail systems.
  
• 
  Ability to operate office equipment, including copiers, fax machines, and phones
  

• 
  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
  
• 
  This position requires the ability to sit and/or stand for extended periods of time
  
• 
  This position requires the manual dexterity to operate a keyboard and pointing device
  
• 
  This position requires the ability to travel around campus or to outside meetings as necessary
  
• 
  This position requires the ability to perform focused work with close attention to detail
  
• 
  This position requires excellent speaking, writing, and listening skills
  
• 
  This position requires some physical activity, such as pushing, pulling, lifting, carrying, and moving (up to 20 pounds)
  

• 
  This work is fast-paced and deadline-oriented and requires a flexible work schedule
  
• 
  Use of a computer, business office equipment, and other machinery is necessary
  
• 
  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