Program Management Assistant, Assessment Center

Department

DEAN MED-MEDICAL STUDENT EDUCA (IN-DMSE-IUINA)

Department Information

Indiana University (IU) School of Medicine (IUSM) is the largest medical school in the United States and a national leader in medical education, research, and patient care. With 9 campuses across Indiana, more than 60 academic departments and specialty divisions, and strong partnerships with leading health systems, IUSM is dedicated to preparing future physicians, advancing scientific discovery, and improving the health of communities throughout Indiana and beyond.

The Medical Student Education (MSE) team supports the academic and administrative operations that help medical students succeed throughout their educational journey. MSE staff collaborate with faculty, students, and institutional partners to deliver high-quality services related to curriculum support, student affairs, academic programs, assessment, operations, technology, and educational initiatives. The team is committed to providing exceptional service, fostering student success, and continuously improving processes that enhance the learner experience.

Job Summary

The Program Management Assistant supports the clinical assessment program by managing students assessment data across all 9 campuses and serving as backup to the Clinical Assessment Program Manager. This position maintains assessment databases and records and works with faculty to verify that data is complete, accurate, and compliant with established requirements.

Department-Specific Responsibilities

• Coordinates scheduling, communications, and logistics for clinical assessment sessions, working with regional campuses, faculty, course coordinators, and the Simulation (SIM) Center.
• Recruits and organizes faculty and student volunteers for assessment and pilot sessions; and assigns faculty graders.
• Monitors deadlines and follows up on outstanding items to ensure grades are submitted on time.
• Assists with the delivery and monitoring of assessment sessions and exams, and resolves general discrepancies or problems as they arise.
• Complies program data into reports and presentations for departmental use and leadership review; responds to requests for program information.
• Maintains detailed records and standard operating procedures, and supports the improvement of processes for managing student assessment data within the curriculum.

General Responsibilities

• Maintains and updates operational records, databases, documentation, and related information systems; verifies information for completeness, accuracy, and compliance with established requirements.
• Performs a variety of operational and administrative activities in support of departmental services, programs, and functions; ensures transactions and processes are completed accurately, efficiently, and in accordance with established procedures.
• Coordinates day-to-day workflow activities, schedules, communications, records, and resources to support operational continuity and service delivery.
• Processes operational transactions and activities; identifies discrepancies, gathers information, and refers issues requiring further review or resolution.
• Monitors assigned operational activities and deadlines; tracks progress, follows up on outstanding items, and assists in ensuring work is completed within established timeframes.
• Assists with collecting, organizing, and preparing operational information, reports, and supporting documentation for departmental use, compliance activities, and leadership review.
• Participates in the implementation of operational process improvements and procedural changes; provides input on workflow efficiency and supports adoption of revised practices.

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 related work experience.

SKILLS

Required

• Proficient written and verbal communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Highly thorough and dependable.
• Possesses a high degree of initiative.
• Ability to build strong customer relationships.

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.

Work Location

Medical Education and Research Building

350 West 14th Street

Indianapolis, Indiana 46202

This position is eligible for 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:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Operations Management

Click here to learn more about Indiana Universitys Job Framework.

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 opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University 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.

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Telephone: 812-856-1234