Program Coordinator (Administrative Assistant)
Indiana University

Job Info

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Department

IUSM MENTAL HEALTH SERVICES (IN-DMHS-IUINA)

Department Information

Indiana University School of Medicine is a national leader in medical research and education. With more than 60 academic departments and specialty divisions across 9 campuses statewide and strong clinical partnerships with Indiana's most advanced hospitals and physician networks, the school is continuously advancing its mission to prepare healers and transform health in Indiana and throughout the world.

The Department of Mental Health Services (DMHS) promotes psychological health, well-being, and success for all Indiana University School of Medicine learners and trainees across the State of Indiana. We deliver professional and comprehensive counseling and psychiatric services, crisis intervention, programming, consultation services, and outreach, as well as support the broader School of Medicine community and foster an environment where learners can thrive. We serve a diverse learner population of approximately 3400 trainees across the state of Indiana. DMHS is invested in providing care that is inclusive and culturally informed. We work collaboratively in the provision of mental health services, outreach, and liaison work, and work actively on the continuous improvement of our work with a commitment to adherence to best practices.

Job Summary

The Mental Health Program Coordinator provides crucial support for the delivery of mental health services at the IUSM.

Department-Specific Responsibilities

• Provides overall day to day operational support, including helping to cover the front desk when needed, as part of the delivery of mental health services for medical learners at the IUSM.
• Coordinates the administrative and program support for the center's accounting, decision support, reporting, education and clinical mission.
• Under the direction of the Director of Mental Health Services, executes the centralization of delivery, development, and oversight of psychological, psychiatric, and wellness services for medical trainees across the nine campuses for IUSM.
• Facilitates the cohesive institution of the delivery of mental health services for IUSM medical trainees statewide, including helping to track trainee utilization of services, running data reports, and entering critical patient data.
• Works with the Mental Health Services team to develop, implement, assess, and improve the administrative processes that support the delivery of mental health services and wellness for IUSM learners statewide.
• Serves as a primary point of contact for the center and is responsible for coordinating the delivery of these services by acting as a liaison with departments, patients, referral sources, faculty, staff, and adjuncts.
• Monitors budget accounts monthly, schedules and attends regular budget meetings, and assists with management of department finances, including tracking invoices, approving purchases, and expenditure planning.
• Arranges travel and manages reimbursement for travel expenses.
• Assists with onboarding new team members and offboarding activities.
• Assists with clinical support for patients, medical assistant, and staff with scheduling, patient referrals, and coordination of HIPAA.
• Supports team use of EMR, including problem solving issues with the EMR, creating, tracking support tickets, and supporting the training of new staff in the EMR.
• Coordinates contracts and small projects that support the day to day operation of the Department of Mental Health Services.

General Responsibilities

• Provides administrative support to executives, exercising confidentiality, tact and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately
• Manages executive's calendar, meetings, travel, correspondence, and budget.
• Acts as informal resource for colleagues with less experience; responds to more complex or escalated inquiries
• Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided.
• May perform other duties related to maintaining an internal website and/or working with social media.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED).

WORK EXPERIENCE

Required

• 4 years of relevant experience.

SKILLS

Required

• Excellent organizational skills.
• Demonstrated ability to maintain confidential information.
• Strong verbal communication and listening skills.
• Excellent collaboration and team building skills.
• Demonstrates excellent judgment and decision making skills.
• Effective conflict management skills.

Working Conditions / 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.

Additional Information

$44,000 - $54,000 per year based on qualifications, skills, and experience.

Work Location

This position is eligible to work a hybrid schedule (mix between remote and in-person work), subject to change in the future based on university policy and business needs.

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

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Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

Contact Us

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Telephone: 812-856-1234

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