Administrative istant

Provides administrative support to either a team or individual. Duties may include fielding telephone calls receiving and directing visitors word processing creating spreadsheets and presentations and filing.

• The Administrative istant 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 of appropriate strategies to improve the health and wellbeing 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 FUNCTIONS/RESPONSIBILITIES:

• Provide a wide range of administrative istance 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 outofstate travel arrangements including transportation hotel reservations and registration and input these travel arrangements into the State of Indiana PeopleSoft system.
• ist other staff with expense reporting.
• Provide arrangements for new employees by ordering name plates laptops etc.
• Review/distribute incoming and outgoing mail.
• ist on special projects such as the J1 Visa Waiver program for CDPCRH.
• Obtain necessary approvals if needed for doents like letters of support or other similar doents.
• Coordinates clerical and administrative functions
• Other duties as igned.

MINIMUM REQUIRED QUALIFICATIONS:

• 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.

Upon entering the role individuals must have or obtain the following requirements:

• General knowledge of office administrative functions theories and principles
• Working knowledge of research techniques and report composition
• Working knowledge of functions of other departments and agencies and their impact on the department
• Learn and utilize agency and state government system applications
• Effective written and verbal communication ss
• Attention to detail and proofreading ss
• Organizational ss with the ability to prioritize tasks effectively and multitask
• Ability to use Microsoft Office Suite (Word Excel Publisher PowerPoint Outlook)
• Ability to yze procedures and policies and writes procedural manuals to recommend improvements
• Ability to coordinate the work of the section staff
• Ability to maintain cooperative work relationships
• Ability to elish and maintain effective working relationships with agency staff and various key stakeholders.
• Detailoriented and selfmotivated.

DIFFICULTY OF WORK

• Inbent exercises extensive judgment to adapt agency administrative goals and procedures to handle complex and significant variables which are unique to the situation and agency/programs involved.

RESPONSIBILITY

• Inbent makes recommendations on policy revisions and administrative procedures of the agency. Inbent works independently to implement recommended changes as long as general agency objectives and boundaries are maintained. Inbents work is reviewed for attainment of general administrative effectiveness.

PERSONAL WORK RELATIONSHIPS

• Inbent works with a wide range of agency staff and administrators as well as representatives of other agencies and the general public to explain and interpret policy and procedure to ensure cooperation and coordination.