Assistant-Administrative

Administrative Assistant 

Schedule: Monday–Friday, 8:00 AM – 4:30 PM
Location: Rotary (Hybrid)

Position Overview

This role provides administrative and scheduling support to providers, leaders, and department teams while serving as a key liaison between clinical, administrative, and call center staff. The ideal candidate is highly organized, customer-focused, and able to effectively manage multiple priorities in a fast-paced healthcare environment.

Key Responsibilities

Scheduling & Coordination

• Manage provider schedules and scheduling templates.
• Coordinate appointments, meetings, radiology services, outside testing, and other patient-related services.
• Maintain and coordinate provider calendars.

Administrative Support

• Provide day-to-day administrative support to leadership and department staff.
• Schedule meetings and assist with departmental coordination.
• Handle inquiries and assist with routine administrative needs or other requests as needed.

Office Operations

• Monitor office supply inventory.
• Maintain organized workspaces and department resources.
• Support recordkeeping and departmental documentation.

Documentation & Communication

• Manage correspondence, faxes, reports, and departmental communications.
• Maintain accurate records and filing systems.
• Communicate professionally with providers, patients, staff, and external partners.

Problem Solving & Team Collaboration

• Resolve routine administrative and scheduling issues.
• Effectively prioritize competing responsibilities and deadlines.
• Deliver excellent customer service while collaborating across teams.
• Serve as a liaison between clinical, administrative, and call center teams to ensure efficient operations and patient service.

Qualifications

Required

• High School Diploma or GED
• 0–3+ years of relevant experience
• Basic proficiency with Microsoft Office (Word, Excel, PowerPoint)

Preferred

• Previous administrative experience
• Experience with EHR systems
• Knowledge of medical terminology
• Experience working in a matrixed or complex environment

Skills for Success

• Strong organizational and time-management skills
• Ability to manage multiple priorities in a fast-paced environment
• Resourceful problem solver with strong attention to detail
• Excellent communication and customer service skills
• Strong computer skills and comfort learning new systems

Culture & Onboarding

• Collaborative, supportive, and team-oriented environment
• Oracle Learn training provided
• Hands-on “elbow-to-elbow” onboarding and support

Ideal Candidate: A detail-oriented administrative professional who enjoys coordinating schedules, supporting providers and leaders, delivering exceptional service, and thriving in a fast-paced healthcare setting.

• Indiana University Health has nearly 40,000 team members, including more than 3,600 physicians and 1,200 advanced practice providers, and we’re home to the largest nursing network in Indiana with more than 9,000 nursing team members at over 800 sites of care.
• IU Health is ranked No. 1 in Indiana by U.S. News & World Report, Riley Children's Health is ranked among the top children's hospitals in the country by U.S. News & World Report.
• A unique partnership with the Indiana University School of Medicine – one of the nation’s largest medical schools – gives patients access to groundbreaking research and innovative treatments, and it offers team members access to the latest science and the very best training – advancing healthcare for all.
• With 15 hospitals, including seven with Magnet designation and eight with Pathways to Excellence designation, our team members are leading the way through excellence.
• At Indiana University Health, your personal and professional growth is a top priority. You will have access to many diverse opportunities to learn and develop in meaningful ways that matter most to you, such as advanced clinical training, leadership development, promotion opportunities and cross training development.
• Indiana University Health is invested in the lives of Hoosiers, leading the transformation of healthcare to make Indiana one of the nation’s healthiest states.