Administrative Assistant, Department of Pediatrics Human Resources

The Indiana University School of Medicine Department of Pediatrics is seeking an Administrative Assistant to support the department’s Human Resources team through completion of various administrative and Human Resources related tasks. General tasks include organizing data and records, maintaining processes, event planning and assistance, taking meeting notes, ordering supplies, and managing HR information.

Duties and Responsibilities:

• Continuously updates webpages, templates, documents, and presentations as process changes occur.
• Purchases office supplies and other items as needed.
• Schedules meetings and takes meeting minutes, organizes meeting lunches, manages various calendars.
• Orders and maintains department swag inventory for various engagement initiatives.
• Assists with event organization, planning, and execution.
• Manages administrative tasks related to the promotion and tenure process.
• Disseminates various communications as they relate to staff and faculty HR.
• Processes, verifies, and maintains HR related documentation.
• Compiles and prepares reports and documents for HR related activities.
• Performs data entry for processing transactions, tracking and maintaining employee information.

Tools and Equipment Used:

• Standard computer equipment
• IU Systems:  HRMS, HireRight, CHRIS, TAM

Student Job Posting Only: Skills Developed: (related toward student’s career/academic progress or major, and Principles of Undergraduate Learning)

• Core Communication and Quantitative Skills – Student will gain skills in communication by following specific instructions from staff and speaking to employees
• Critical Thinking – Student will work independently to field questions and concerns from employees. When supervisor is not available, student will address needs by providing resources and referrals as needed.
• Integration and Application of Knowledge – Student will assist with critical materials related to HR files and information
• Intellectual Depth, Breadth, and Adaptiveness – Student will take on special projects as assigned, which may relate to coursework currently being pursued.
• Understanding Society and Culture – Student will gain cultural awareness and understanding by working with a diverse pool of employees and applicants.
• Values and Ethics – Student will monitor confidential employment materials for the HR team and will uphold confidentiality agreements with regards to HR records.

Necessary Knowledge, Skills and Abilities:

• Working knowledge of computers and data processing. 
• Working knowledge of modern office practices and procedures. 
• Skill in operation of listed tools and equipment. 
• Ability to effectively meet and communicate with the public. 
• Ability to make independent judgments which have minor impacts on the organization.

Physical 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.

Work Environment:

The work is performed primarily in an office setting at an open cubicle. The noise level in the work environment is moderate.