Job Description

Schedule

Monday-Friday | 8:00 AM - 4:30 PM

Location

Rotary (Hybrid)

Position Overview

The Administrative Assistant primarily provides administrative and scheduling support to physicians and advanced practice providers (APPs), while also supporting department leaders and staff as needed. This role serves as a key liaison between clinical, administrative, and call center teams to support efficient operations and an exceptional patient experience. 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 & Communication

· Serve as a primary point of contact for providers, coordinating scheduling and other administrative needs.

· Manage provider schedules and scheduling templates.

· Coordinate patient appointments, meetings, radiology services, outside testing, and other related services.

· Maintain provider calendars and support schedule optimization.

· Partner with departments and external organizations to ensure timely coordination of services.

· Manage correspondence, faxes, reports, and departmental communications.

· Maintain accurate records, filing systems, and confidential information.

· Communicate professionally and effectively with providers, patients, staff, and external partners.

· Ensure timely dissemination of relevant information across teams

Administrative Support

· Provide day-to-day administrative support to physicians, advanced practice providers, leaders, and department staff.

· Coordinate and maintain provider calendars, meetings, and related scheduling activities.

· Respond to inquiries and assist with routine administrative requests.

Office Operations

· Organize and maintain department workspaces, resources, and records.

· Assist with departmental projects and administrative processes.

· Support compliance with organizational documentation standards.

Problem Solving & Team Collaboration

· Resolve routine scheduling and administrative issues with minimal supervision.

· Prioritize competing demands and meet established deadlines.

· Provide exceptional customer service to patients, providers, and colleagues.

· Serve as a liaison between clinical, administrative, and call center teams to support efficient workflows and patient-centered service.

· Support departmental initiatives, special projects, and team goals while contributing to a collaborative work environment.

Preferred Qualifications

· Previous experience working with Electronic Health Record (EHR) systems in a healthcare setting preferred.

· Strong organizational and time-management skills.

· Excellent written and verbal communication skills.

· Ability to manage multiple priorities with attention to detail.

· Proficiency with Microsoft Office applications, scheduling systems, and other departmental software.

· Commitment to customer service, teamwork, and professional communication.

Required Qualifications

• High School Diploma/GED required.
• Requires 0-3+ years relevant experience; previous administrative experience preferred.
• Experience with matrix organization and complex work environment a plus.
• Requires basic proficiency in MS office (Word, PowerPoint, Excel).
• 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.