Program Assistant I, OSI

Regenstrief Institute•Indianapolis, IN

3d•Hybrid

About The Position

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.

Requirements

High school diploma.
Three years of administrative or project support 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

Nice To Haves

College degree preferred.
Healthcare or technology industry experience preferred.

Responsibilities

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