Document Management Specialist

Indiana University Health System; Indiana (PA); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Indiana University Health is seeking a Document Management Specialist to support the PolicyTech system across the Metro region. The role requires coordinating, updating, and maintaining organizational documents with clinical and leadership partners to ensure accuracy, compliance, and accessibility.

The position is hybrid, with one day on site weekly at Methodist Hospital in Indianapolis, IN, and entails collaboration with diverse teams to drive standardization of documents and processes in a

Qualifications

• 3–5 years experience in project coordination/facilitation.
• 1–3 years experience in clinical or business process flow improvements.
• Experience with matrix organization and complex work environment is a plus.
• Basic proficiency in Microsoft Office 365; Bachelor's degree or equivalent years of experience required.
• Clinical license and/or other certifications may be required per unit/department specialty.

Responsibilities

• Maintains and supports organizational policies, procedures, and forms across the Metro region.
• Reviews, updates, and manages documents within the PolicyTech system to ensure accuracy and accessibility.
• Coordinates document updates with clinical, operational, and leadership teams.
• Provides education and guidance on document management principles to staff and leaders.
• Supports document management planning, execution, and workflows to improve quality and safety.

Skills

Project coordination

Process improvement

Communication

Diplomacy

Education

Bachelor's degree or equivalent years of experience

Tools

Microsoft Office 365

SharePoint

Teams

Job description

Our leaders shape strategic initiatives, develop passionate teams, and work to improve health outcomes.They advance our mission and exemplify excellence, compassion, teamwork and purpose in all that they do.

Indiana University Health is seeking individuals who embody these values to join our Quality Administration team in the role of Document Management Specialist. This position is hybrid, with one day required on site each week at Methodist Hospital in Indianapolis, IN.This position is Monday- Friday, typically 8:00am – 5:00pm. Only qualified candidates local to Indiana will be considered.

The Document Management Specialist plays a key role in maintaining and supporting organizational policies, procedures, and forms across the Metro region. This highly organized professional will be responsible for reviewing, updating, and managing documents within the PolicyTech system, ensuring information remains accurate, compliant, and easily accessible. The role partners closely with clinical, operational, and leadership teams to coordinate document updates, support organization-wide initiatives, and facilitate effective communication. Successful candidates will bring exceptional attention to detail, strong administrative skills, and the ability to manage multiple priorities in a collaborative healthcare environment.

Minimum Candidate Qualifications

• 3-5 years experience in project coordination/facilitation required, with 1-3 years experience in working with clinical and or business process flow improvements.

• Experience with matrix organization and complex work environment a plus.

• Experience exhibiting professional judgment and diplomacy in handling unexpected problems and frequent interruptions is required.

• Requires basic proficiency in Microsoft Office 365 (Word, PowerPoint, Excel, SharePoint, Teams). Bachelor's degree in related field or equivalent years of experience required.

• Clinical license and/or other certifications may be required per unit/department specialty according to patient care policies.

Core Competencies

• Provides comprehensive support for IU Health's document management program, a series of processes designed for standard, enterprise-wide creation, revision, approval and storage of all documents into a single-source repository to increase the quality, safety and reliability of clinical and operational processes within all IU Health facilities.

• Provides education and guidance on document management principles and processes to team members, leaders and providers within their region or business unit and across IU Health.

• Assists with and supports document management team planning, execution and monitoring of document management processes and workflows.

• Uses critical thinking skills to assess situations, gather appropriate information and input, to propose efficient and/or enhanced workflows and approval processes to leaders and stakeholders.

• Ensures customer-centered support and professionalism while promoting program adherence.

Indiana University Health is unlike any other healthcare system and we’re looking for team members who share the things that matter most to us. IU Health leaders play a crucial role in advancing the mission of our organization and inspiring teams to make a meaningful difference in the lives of patients. As one of Indiana’s largest employers and the most comprehensive medical system in the state, our vision is to lead the transformation of healthcare through quality, innovation and education, and make Indiana one of the nation’s healthiest states.

IU Health is the largest health system in Indiana with nearly 40,000 team members, 15 hospitals and $8.64 billion in operating revenue. The system’s programs in cancer, cardiovascular, neuroscience, orthopedics, pediatrics and transplants have received national recognition for quality patient care. IU Health, in partnership with the Indiana University School of Medicine, bring together highly skilled physicians, researchers, and educators into close collaboration to provide world-class care for children and adults and improve the health of patients and communities across Indiana.

Indiana University Health is dedicated to a fair hiring process and is committed to equal opportunity and nondiscrimination for all individuals, regardless of age, color, disability, ethnicity, marital status, national origin, race, religion, gender identity, expression, sexual orientation, or veteran status.