Assistant-Administrative Senior

Indiana University Health; Indianapolis (IN); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Indiana University Health's University Hospital in Indianapolis seeks a Senior Administrative Assistant to provide administrative and scheduling support to physicians and APPs, while assisting department leaders and staff. This role acts as a liaison between clinical, administrative, and call center teams to ensure efficient operations and an exceptional patient experience.

The ideal candidate is highly organized, customer-focused, detail-oriented, and able to manage multiple priorities in a

Qualifications

• High School Diploma or GED is required.
• 4–6 years of relevant administrative experience in a healthcare or complex organizational setting.
• Experience supporting senior leaders and managing sensitive information.
• Experience working in a matrixed or complex organizational environment is a plus.
• Advanced proficiency in MS Office (Word, PowerPoint, Excel).
• Proficiency in EMR and medical terminology for clinical care-focused positions.

Responsibilities

• Manage provider schedules, scheduling templates, calendars, and meetings.
• Coordinate patient appointments, radiology services, outside testing, and other related services.
• Partner with internal departments and external organizations to ensure timely coordination of services and follow-up.
• Maintain records, reports, correspondence, filing systems, and confidential information.
• Coordinate meetings and track action items and follow-up activities.
• Support onboarding and training activities and provide guidance to administrative staff as needed.
• Create, document, and maintain Standards of Work (SOW) to promote consistency across departmental processes.
• Support departmental initiatives, projects, and operational priorities.
• Support clinical care coordination through documentation and communication with patients and care teams.
• Maintain departmental resources and support organizational documentation standards and procedures.
• Provide timely and accurate administrative support for patient care operations.
• Manage complex workflows and resolve administrative issues with minimal supervision.
• Prioritize competing demands and meet established deadlines.
• Collaborate with leadership and team members to identify and implement workflow improvements.
• Provide professional and responsive service to patients, providers, colleagues, and external partners.

Skills

Organizational skills

Time management

Attention to detail

Written communication

Verbal communication

Multitasking

Problem solving

Team player

Customer service

Punctuality

Education

High School Diploma/GED

Tools

MS Office (Word, PowerPoint, Excel)

EMR proficiency

Job description

Position Overview

The Senior Administrative Assistant 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, detail-oriented, and able to independently manage multiple priorities in a fast-paced healthcare environment.

Schedule

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

Location

University Hospital (Hybrid)

Key Responsibilities

Provider Scheduling & Coordination

• Manage provider schedules, scheduling templates, calendars, and meetings.
• Coordinate patient appointments, radiology services, outside testing, and other related services.
• Partner with internal departments and external organizations to ensure timely coordination of services and follow-up.

Administrative & Department Support

• Maintain records, reports, correspondence, filing systems, and confidential information.
• Coordinate meetings and track action items and follow-up activities.
• Support onboarding and training activities and provide guidance to administrative staff as needed.
• Create, document, and maintain Standards of Work (SOW) to promote consistency across departmental processes.
• Support departmental initiatives, projects, and operational priorities.

Clinical & Office Operations

• Support clinical care coordination through documentation and communication with patients and care teams.
• Maintain departmental resources and support organizational documentation standards and procedures.
• Provide timely and accurate administrative support for patient care operations.

Workflow Improvement & Collaboration

• Manage complex workflows and resolve administrative issues with minimal supervision.
• Prioritize competing demands and meet established deadlines.
• Collaborate with leadership and team members to identify and implement workflow improvements.
• Provide professional and responsive service to patients, providers, colleagues, and external partners.

Skills For Success

• Strong organizational and time-management skills .
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills .
• Ability to independently manage multiple and changing priorities.
• Strong problem-solving skills and initiative.
• Team-focused, adaptable, and receptive to coaching and feedback.
• Commitment to customer service and professional communication.
• Reliable punctuality and attendance.

Qualifications

• High School Diploma/GED is required.
• Requires 4-6 years of relevant administrative experience in a healthcare or complex organizational setting.
• Requires experience supporting senior leaders and managing sensitive information.
• Experience with a matrix organization and complex work environment is a plus.
• Requires advanced proficiency in MS office (Word, PowerPoint, Excel).
• Requires proficiency in EMR and medical terminology for clinical care focused positions.
• Experience working within a matrixed or complex organizational environment preferred.

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.