Mosaic Center Pipeline- Administrative Assistant-Day shift

Position Title: Administrative Assistant

Organization: IU Health
Department: Various Departments
Location: Methodist, University, Riley, North, Fishers, and West Hospitals
Schedule: Monday–Friday | 7:00 a.m. – 3:30 p.m.

Role Overview

The Administrative Assistant plays a critical role in supporting operational efficiency across departments by reducing administrative burden for physicians and clinical leaders, allowing them to focus on delivering high-quality patient care.

This position serves as a key administrative partner, working collaboratively with the trauma program team, facilities, and cross-functional administrative teams across multiple service lines. The team fosters a highly collaborative, supportive, and positive work environment that values professionalism, communication, and teamwork.

Position Summary

The Administrative Assistant is responsible for providing comprehensive administrative and organizational support to physicians, clinical leaders, and departmental teams. This role requires strong attention to detail, excellent communication skills, and the ability to manage multiple priorities in a fast-paced healthcare environment.

The ideal candidate is proactive, resourceful, and committed to maintaining efficient workflows while identifying opportunities for process improvement.

Key Responsibilities

• Provide professional administrative support to physicians and leaders within Acute Care Surgery and other assigned departments
• Manage calendars, schedules, and appointments, ensuring effective coordination and prioritization of activities
• Coordinate meetings, including scheduling, preparation of materials, and logistical arrangements
• Process invoices, expense reports, and other financial documentation in a timely and accurate manner
• Respond to internal and external inquiries, ensuring prompt and professional communication
• Support day-to-day administrative operations and address routine administrative or technical issues with appropriate guidance
• Collaborate with interdisciplinary teams, including trauma program staff, facilities, and administrative partners, to ensure seamless operations

Performance Benchmarks

• 0–3 Months: Successfully complete onboarding and gain familiarity with departmental workflows, systems, and key stakeholders
• 3–6 Months: Demonstrate increased confidence and efficiency in performing responsibilities with reduced supervision
• 12 Months: Operate independently while identifying and implementing process improvements that enhance operational effectiveness

Tools and Skills for Success

• Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, and PowerPoint
• Strong organizational, time management, and prioritization skills
• Excellent written and verbal communication abilities
• Ability to work independently and effectively utilize available resources
• Attention to detail with a commitment to accuracy and quality

Minimum Qualifications

• High School Diploma or GED required
• Zero (0) to three (3+) years of relevant administrative or clerical experience; prior healthcare or administrative experience preferred
• Experience working in a matrixed or complex organizational environment is a plus
• Basic proficiency in Microsoft Office applications (Word, Excel, PowerPoint)