Administrative Assistant

2 days ago

Indianapolis, Indiana, United States nLeague Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to provide administrative support to our team. The successful candidate will be responsible for providing a wide range of administrative assistance, including fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing.

The Administrative Assistant will split time between the Division of Trauma and Injury Prevention (DTIP) and the Division of Chronic Disease, Primary Care and Rural Health (CDPCRH). The DTIP is responsible for the development, implementation, and oversight of a comprehensive statewide trauma care system that prevents injuries, saves lives and improves the care and outcomes of trauma patients. The CDPCRH Division is responsible for the execution of appropriate strategies to improve the health and well-being of Hoosiers, by way of chronic disease prevention and treatment, improvement of primary care practices and evidence-based rural health practices.

The purpose of this AA position is to provide administrative support to the Division Directors and various managers and programs in the DTIP and the CDPCRH Division, which includes independent work on special projects to support the smooth, efficient operations of each division.

Key Responsibilities
  • Provide a wide range of administrative assistance to two divisions.
  • Act as liaison between program or department administration, state agencies, and interested parties.
  • Research and prepares various reports for supervisors, as applicable.
  • Prepare and process correspondence and verbally communicate with the public or other agency representatives.
  • Directs incoming correspondence to the appropriate individual.
  • Expedite paperwork through proper channels.
  • Electronically reserve vehicles and meeting rooms.
  • Make out-of-state travel arrangements, including transportation, hotel reservations, and registration and input these travel arrangements into the State of Indiana PeopleSoft.
  • Assist other staff with expense reporting.
  • Provide arrangements for new employees by ordering name plates, laptops, etc.
  • Review/distribute incoming and outgoing mail.
  • Assist on special projects such as the J1 Visa Waiver program for CDPCRH.
  • Obtain necessary approvals if needed, for documents like letters of support or other similar documents.
  • Coordinates clerical and administrative functions.
  • Other duties as assigned.
  • Travel to service locations as assigned (minimal).
Requirements
  • High school diploma.
  • 3 years full-time experience performing administrative support, bookkeeping, office management, or related experience.
  • Prior working experience with MS Office including Outlook, Word, Excel, Teams.
  • Ability to draft email and written correspondence using correct grammar, spelling, and punctuation.
  • Strong attention to detail with ability to maintain data entry accuracy and confidentiality.
  • Strong organizational and interpersonal skills.
  • College or certificate level administrative assistant or secretarial coursework.
  • Prior working experience scheduling travel arrangements and maintaining calendars.
  • Prior experience with PeopleSoft.

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