Office Support Ambassador

The office support ambassador position is an opportunity for a current IUPUI student to represent the Medical Student Education team in a front-line reception environment. The incumbent will assist with promoting resources for Medical Students as well as the services, programs, and events hosted by Medical Student Education. The office support ambassador will primarily provide front desk and administrative support.

The ambassador will also provide basic guidance for various aspects of resource facilitation and event support. Overall, the ambassador brings the student perspective to the department and supports outreach to the IUSM student population and campus community as needed.

This position is a part of the Operations arm of Medical Student Education and will serve as reception support in the Office of Student Affairs for the IU School of Medicine.

Students can expect to gain additional growth and development opportunities including on-going coaching and feedback on performance provided by supervisors according to a strict timeline of the program. Specific position projects and duties will vary by internship. Students

in this program will be expected to participate in a variety of professional development learning modules in an online format throughout the year. On-site attendance is expected.

Essential Duties and Responsibilities: Broken down by hours/week

• 7-10 hours - monitoring the lobby and front desk while assisting with transactional processing, managing content specific to student-based resources, answering phone calls, and conducting general administrative support duties and project support. Assisting students with building navigation, IUSM resource management and responding to frequently asked questions regarding our office, services, and events.

• 1-2 hours - support career event work groups/committees to complete projects and tasks related to:

o Annual events

o Workshop series

o Other ongoing departmental events as needed

• 1-2 hours - Cross-collaborate with student employment staff and other IUSM colleagues and participate in

weekly staff meetings and work groups.

• 1-2 hours – Other duties and special projects as assigned

Desired Minimum Qualifications:

Availability:

• This position will begin in July with student funding through end of the academic year preferred.

• Requires weekly availability from 8:00 AM-5:00 PM in a minimum of 2-hour time blocks

Education and Experience:

• Enrollment as a student at IUPUI

• Student must be a Sophomore or Junior by academic standing.

• Candidates with experience in a customer service-related setting are encouraged to apply.

• Candidates with previous administrative support and/or event planning interests are strongly encouraged to apply.

This position is limited to candidates with a Federal Work-Study Program award. To verify you have a work-study award, please go to your One.IU.edu account (look under Student Center and Financial Aid Summary). If you have an award, it will be listed with the rest of your financial aid (e.g., loans, grants, scholarships).

Knowledge, Skills, and Abilities:

• Demonstrated skill in communicating individually and in small group formats

• Working knowledge of Microsoft Office Word, Excel, and PowerPoint

• Comfortable answering the phone and returning phone calls when necessary

• Ability to work effectively with diverse populations

• Ability to professionally communicate student perspectives to staff and administrators

• Ability to learn new technology in support of events, marketing tactics, and office support

• Ability to positively represent IUPUI and the Office of Student Employment

• Ability to work independently to address concerns and questions following appropriate training.

In accordance with the IUPUI Profiles of Learning for Undergraduate Success, experience in this position will help students become acquainted with the following profiles:

• Communicator – The ability to listen, write, and speak effectively. The ability to assess a situation, seek

multiple perspectives, gather more information if necessary, and identify key issues that need to be

addressed.

• Innovator – The ability to design, plan, organize, and implement projects and tasks within a specific timeframe.

• Problem Solver –The ability to manage multiple assignments and tasks, set priorities, and adapt to

changing conditions and work assignments. The ability to find/create solutions to problems using

creativity, reasoning, past experiences, and available information and resources.

• Community contributor – The ability to demonstrate a sensitivity and awareness to other people and cultures. The ability to relate to co-workers, and inspire others to participate. The ability to maintain a productive climate and confidently motivate, mobilize, or coach other employees/students.