Document Management Specialist

IU Health; Indianapolis (IN); Hybrid; USD 52,000 - 68,000; Full time

Job summary

Indiana University Health is seeking a Document Management Specialist for its Quality Administration team. The role is hybrid, with one day on site weekly at Methodist Hospital in Indianapolis, IN, typically 8:00am–5:00pm, Monday–Friday.

Local candidates only. The specialist will review, update, and manage documents across the PolicyTech system, partnering with clinical and leadership teams to ensure accuracy, compliance, and easy access.

Qualifications

• 3-5 years experience in project coordination/facilitation; 1-3 years in clinical/business process flow improvements
• Experience with matrix organizations and complex work environments a plus
• Demonstrates professional judgment and diplomacy in handling problems and interruptions
• Basic proficiency in Microsoft Office 365 (Word, PowerPoint, Excel, SharePoint, Teams); Bachelor's degree or equivalent experience
• Clinical license and/or certifications may be required per unit/department policies

Responsibilities

• Review, update, and manage documents within PolicyTech system
• Coordinate document updates with clinical, operational, and leadership teams
• Ensure information is accurate, compliant, and easily accessible
• Provide education on document management principles to teams and leaders

Skills

Project coordination

Professional judgment

Diplomacy

Microsoft Office 365

Education

Bachelor's degree or equivalent

Tools

Word

PowerPoint

Excel

SharePoint

Teams

Job description

Overview

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 isunlike 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 oneof 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.