Administrative Assistant

1 week ago


Indianapolis, Indiana, United States ATC Full time
Job Summary

We are seeking an experienced Administrative Assistant to provide administrative support to the Division Directors and various managers and programs in the Division of Trauma and Injury Prevention (DTIP) and the Division of Chronic Disease, Primary Care and Rural Health (CDPCRH 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.
  • 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 system.
  • 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
Requirements
  • High School Diploma or equivalent
  • 3 years full time experience performing administrative support, bookkeeping, office management, or related experience.
  • Related certifications and coursework may be considered for education or experience.
Working Conditions

This is a hybrid position in a standard office environment that will require the candidate to report to the IDOH office in downtown Indianapolis 3 days per week, with the option of working remotely 2 days per week.

Laptop and reimbursement for job-related travel provided (as necessary).



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