Part Time Program Assistant I, RDS

Regenstrief Institute; Indianapolis (IN); Hybrid; USD 27,552,000 - 38,573,000; Part time

Job summary

Regenstrief Institute is seeking a Part-time Program Assistant I in downtown Indianapolis. The role supports program operations, coordinates meetings, and acts as a liaison for staff and visitors to maximize productivity in strategic initiatives.

The position is hybrid with at least one day onsite per week and requires strong administrative, communication, and multitasking skills to thrive in a fast-paced academic environment.

Qualifications

• High school diploma required; college degree preferred.
• Three years of administrative or project support experience preferred.
• Healthcare or technology industry experience preferred.
• Ability to work in a fast-paced environment and juggle multiple tasks.
• Knowledge of office procedures and standard software applications.
• Familiarity with travel policies and reimbursement processes.

Responsibilities

• Arrange and coordinate meetings for assigned faculty/staff including agenda and AV requirements.
• Manage information electronically to support the program, project, or investigator.
• Assist with continuous quality improvement.
• Research and source information for projects as requested.
• Distribute and route financial and other project-related information.
• Monitor meetings, events, and timelines critical to program success.
• Facilitate effective communications within the program both verbally and in writing as needed.
• Adjust work processes based on feedback and changing needs.
• Make day-to-day decisions within standard guidelines.
• Anticipate needs of investigators and staff; seek guidance when needed.
• Attend staff meetings and trainings as required.
• Perform tasks to company standards with limited supervision.
• Take on miscellaneous tasks as assigned; proactively seek additional work.
• Seek input from team to improve activities.

Skills

Administrative support

Project coordination

Interdisciplinary teamwork

Client relations

Meeting logistics

Education

High school diploma

College degree preferred

Three years of admin or project support experience

Healthcare or technology experience preferred

Knowledge of office software and travel policies

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Email systems

Job description

POSITION PURPOSE

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 is a part time role with 20 hours per week. This position is a hybrid position with at least one (1) day of onsite activity based on business needs. This position is located in downtown Indianapolis IN.

POSITION ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• 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.
• Manage a variety of information electronically as needed in support of the program, project or investigator.
• 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
• 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
• 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

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

EDUCATION and/or EXPERIENCE

• High school diploma. College degree preferred.
• Three years of administrative or project support experience preferred.
• Healthcare or technology industry 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.
• 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 good listening skills and easily approachable.
• Ability to effectively retrieve and synthesize information

LANGUAGE SKILLS

• 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.

REASONING ABILITY

• 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

TECHNICAL/COMPUTER SKILLS

• 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

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• This position requires the physical ability to work 40 hours per week, including the flexibility to work extended hours as necessary to meet organizational needs
• This position requires the ability to sit and/or stand for extended periods of time
• This position requires the manual dexterity to operate a keyboard and pointing device
• This position requires the ability to travel around campus or to outside meetings as necessary
• This position requires the ability to perform focused work with close attention to detail
• This position requires excellent speaking, writing, and listening skills
• This position requires some physical activity, such as pushing, pulling, lifting, carrying, and moving (up to 20 pounds)

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• This work is fast-paced and deadline-oriented and requires a flexible work schedule
• Use of a computer, business office equipment, and other machinery is necessary
• This position requires working and interacting with others, both in person and through phone, e-mail, and written correspondence

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.