IN-DOH-Administrative Assistant

Skywalk Global; Indianapolis (IN); Hybrid; USD 42,000 - 52,000; Full time

Benefits offered by this job

Laptop provided

Travel reimbursement

Job summary

Skywalk Global in Indianapolis, Indiana is seeking an Administrative Assistant to support two divisions within the Indiana Department of Health. The role involves handling calls, directing visitors, creating documents, scheduling, and special project support, with hybrid work options (3 days in-office, 2 remote).

The position requires strong communication, detail orientation, and proficiency with Microsoft Office and PeopleSoft. Travel and laptop support are provided as needed.

Qualifications

• High School Diploma or equivalent required.
• 3 years of full-time administrative support or related experience.
• Proficiency in Microsoft Office Suite and data handling.

Responsibilities

• Provide administrative support to two divisions.
• Act as liaison between departments and external stakeholders.
• Prepare reports and correspondence; direct inquiries as needed.
• Make travel arrangements and process related expenses.
• Coordinate electronic mail and meeting room reservations.
• Assist on special projects and onboarding of new staff.

Skills

Attention to detail

Organizational skills

Verbal communication

Written communication

Education

High School Diploma or equivalent

Tools

Microsoft Office

PeopleSoft

Publisher

Word

Excel

PowerPoint

Outlook

Job description

MS Office, Microsoft Word, Microsoft Excel, Microsoft Outlook, PeopleSoft, Publisher, PowerPoint

Duration

12/14/2026 - 06/30/2027

Job Summary

Provides administrative support to either a team or individual. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing. The Administrative Assistant will split time between the Division of Trauma and Injury Prevention (DTIP) and the Division of Chronic Disease, Primary Care and Rural Health (CDPCRH). The DTIP is responsible for the development, implementation, and oversight of a comprehensive statewide trauma care system that prevents injuries, saves lives and improves the care and outcomes of trauma patients. The CDPCRH Division is responsible for the execution of appropriate strategies to improve the health and well-being of Hoosiers, by way of chronic disease prevention and treatment, improvement of primary care practices and evidence based rural health practices. The purpose of this AA position is to provide administrative support to the Division Directors and various managers and programs in the DTIP and the CDPCRH Division, which includes independent work on special projects to support the smooth, efficient operations of each division.

KEY FUNCTIONS/RESPONSIBILITIES:

• Provide a wide range of administrative assistance to two divisions.
• Act as liaison between program or department administration, state agencies, and interested parties.
• Research and prepares various reports for supervisors, as applicable.
• Prepare and process correspondence and verbally communicate with the public or other agency representatives. Directs incoming correspondence to the appropriate individual.
• Expedite paperwork through proper channels.
• Electronically reserve vehicles and meeting rooms.
• Make out-of-state travel arrangements, including transportation, hotel reservations, and registration and input these travel arrangements into the State of Indiana PeopleSoft system.
• Assist other staff with expense reporting.
• Provide arrangements for new employees by ordering name plates, laptops, etc.
• Review/distribute incoming and outgoing mail.
• Assist on special projects such as the J1 Visa Waiver program for CDPCRH.
• Obtain necessary approvals if needed, for documents like letters of support or other similar documents.
• Coordinates clerical and administrative functions
• Other duties as assigned.
• Travel to service locations as assigned (minimal)

MINIMUM REQUIRED QUALIFICATIONS:

• High School Diploma or equivalent
• 3 years full time experience performing administrative support, bookkeeping, office management, or related experience.
• Related certifications and coursework may be considered for education or experience.
• Upon entering the role, individuals must have or obtain the following requirements:
• General knowledge of office administrative functions, theories, and principles
• Working knowledge of research techniques and report composition
• Working knowledge of functions of other departments and agencies and their impact on the department
• Learn and utilize agency and state government system applications
• Effective written and verbal communication skills
• Attention to detail and proofreading skills
• Organizational skills with the ability to prioritize tasks effectively and multitask
• Ability to use Microsoft Office Suite (Word, Excel, Publisher, PowerPoint, Outlook)
• Ability to analyze procedures and policies and writes procedural manuals to recommend improvements
• Ability to coordinate the work of the section staff
• Ability to maintain cooperative work relationships
• Ability to establish and maintain effective working relationships with agency staff and various key stakeholders.
• Detail-oriented and self-motivated

Relevant Information:

• This is a hybrid position in a standard office environment that will require the candidate to report to the IDOH office in downtown Indianapolis 3 days per week, with the option of working remotely 2 days per week.
• Laptop and reimbursement for job-related travel provided (as necessary).

DIFFICULTY OF WORK

Incumbent exercises extensive judgment to adapt agency administrative goals and procedures to handle complex and significant variables which are unique to the situation and agency/programs involved.

RESPONSIBILITY

Incumbent makes recommendations on policy revisions and administrative procedures of the agency. Incumbent works independently to implement recommended changes as long as general agency objectives and boundaries are maintained. Incumbent’s work is reviewed for attainment of general administrative effectiveness.

PERSONAL WORK RELATIONSHIPS

Incumbent works with a wide range of agency staff and administrators as well as representatives of other agencies and the general public to explain and interpret policy and procedure to ensure cooperation and coordination.