Administrative Assistant

IU Health • Indianapolis, IN

7d • Hybrid

About The Position

The Administrative Assistant provides administrative and scheduling support to physicians and advanced practice providers (APPs), and supports department leaders and staff as needed. The role serves as a liaison between clinical, administrative, and call center teams to promote efficient operations and an exceptional patient experience. The position is based at the Rotary IU Building downtown and is hybrid, with a Monday–Friday schedule from 8:00 AM to 4:30 PM.

The role coordinates provider schedules, calendars, patient appointments, meetings, radiology services, outside testing, and related services. It also manages correspondence, records, filing systems, departmental communications, and confidential information. The Administrative Assistant responds to inquiries, supports office operations and departmental projects, resolves routine scheduling and administrative issues, and helps maintain compliance with organizational documentation standards. Success in the role requires organization, customer service, professional communication, attention to detail, and the ability to manage competing priorities in a fast-paced healthcare environment.

Requirements

• High school diploma or GED.
• 0–3+ years of relevant experience.
• Basic proficiency in Microsoft Office, including Word, PowerPoint, and Excel.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities with attention to detail.
• Commitment to customer service, teamwork, and professional communication.

Nice To Haves

• Previous administrative experience.
• Previous experience working with Electronic Health Record (EHR) systems in a healthcare setting.
• Experience with a matrix organization and complex work environment.
• Proficiency with scheduling systems and other departmental software.

Responsibilities

• Serve as a primary point of contact for providers and coordinate their scheduling and administrative needs.
• Manage provider schedules and scheduling templates, maintain calendars, and support schedule optimization.
• Coordinate patient appointments, meetings, radiology services, outside testing, and other related services.
• 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 with providers, patients, staff, and external partners, and ensure timely sharing of relevant information across teams.
• Provide day-to-day administrative support to physicians, advanced practice providers, leaders, and department staff.
• Respond to inquiries and assist with routine administrative requests.
• Organize and maintain department workspaces, resources, and records.
• Assist with departmental projects and administrative processes and support compliance with organizational documentation standards.
• 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.

Benefits

• Access to opportunities for learning and development, including advanced clinical training, leadership development, promotion opportunities, and cross-training development.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED