Assistant-Administrative at Indiana University Health

Assistant-Administrative

Overview

Location: Riley Outpatient Center

Schedule: Monday – Friday | 8:00 AM – 5:00 PM

Role Overview

This role provides administrative and technical support to the Pediatric Physical Medicine & Rehabilitation (PM&R) provider team. The position serves as a central point of coordination for scheduling, communication, and operational support, ensuring efficient day-to-day workflow across providers, learners, and support teams.

Key Responsibilities

• Serve as the primary point of contact for all scheduling needs, including:
  • Provider calendars and meetings
  • Medical student and resident rotations
  • Coordination with internal departments, teams, and patient-related inquiries
• Manage complex calendars across multiple systems
• Coordinate meetings, travel arrangements, and expense reimbursements
• Maintain and update tracking systems, templates, and coverage schedules
• Route inquiries to appropriate channels and ensure timely follow-up
• Provide general administrative and technical support to assigned leaders and team

Success Milestones

• 3 months: Demonstrates understanding of calendars, scheduling workflows, and expense processes
• 6 months: Independently manages coverage schedules and maintains tracking tools and templates
• 12 months: Operates with autonomy and proactively manages scheduling, coordination, and administrative processes

Tools & Systems

• Microsoft Office Suite (Outlook, Excel, Word, SharePoint, Teams)
• EMR systems (Cerner and/or Epic)
• Qgenda (preferred; training provided)
• Oracle and IUSM MedHub (introduced during onboarding)

Top Performer Profile

A successful candidate will:

• Effectively manage multiple systems and competing priorities
• Maintain high organization, accuracy, and attention to detail
• Demonstrate timeliness and follow-through on all tasks
• Proactively identify needs and take initiative
• Navigate scheduling across platforms (Outlook, Qgenda, EMR systems) with ease

Team Culture & Onboarding

The team fosters a supportive, respectful, and balanced work environment. Team members collaborate to support one another and recognize individual work styles and needs.

Onboarding includes hands-on training in key systems and processes, along with exposure to provider schedules, clinic workflows, and team coordination practices.

Qualifications

• High School Diploma or GED required
• 0–3+ years of relevant experience (administrative experience preferred)
• Experience working in a complex or matrixed environment is a plus
• Basic proficiency in Microsoft Office (Word, Excel, PowerPoint) required

We are an equal opportunity employer. IU Health does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Indiana University Health is Indiana’s most comprehensive health system, with 15 hospitals and nearly 40,000 team members serving Hoosiers across the state. Our partnership with the Indiana University School of Medicine gives our team members access to the very latest science and the very best training, advancing care for all. We’re looking for team members who share the things that matter most to us. People who are inspired by challenging and meaningful work for the good of every patient. People who are compassionate and serve with a purpose. People who aspire to excellence every day. People who are always ready to apply themselves.