Assistant-Administrative

 Location: Riley Outpatient Center
Schedule: Monday – Friday | 8:00 AM – 5:00 PM

Role Overview

This role provides administrative and technical support to the Pediatric Physical Medicine & Rehabilitation (PM&R) provider team. The position serves as a central point of coordination for scheduling, communication, and operational support, ensuring efficient day-to-day workflow across providers, learners, and support teams.

Key Responsibilities

• Serve as the primary point of contact for all scheduling needs, including: 
  • Provider calendars and meetings
  • Medical student and resident rotations
  • Coordination with internal departments, teams, and patient-related inquiries
• Manage complex calendars across multiple systems
• Coordinate meetings, travel arrangements, and expense reimbursements
• Maintain and update tracking systems, templates, and coverage schedules
• Route inquiries to appropriate channels and ensure timely follow-up
• Provide general administrative and technical support to assigned leaders and team

Success Milestones

• 3 months: Demonstrates understanding of calendars, scheduling workflows, and expense processes
• 6 months: Independently manages coverage schedules and maintains tracking tools and templates
• 12 months: Operates with autonomy and proactively manages scheduling, coordination, and administrative processes

Tools & Systems

• Microsoft Office Suite (Outlook, Excel, Word, SharePoint, Teams)
• EMR systems (Cerner and/or Epic)
• Qgenda (preferred; training provided)
• Oracle and IUSM MedHub (introduced during onboarding)

Top Performer Profile

A successful candidate will:

• Effectively manage multiple systems and competing priorities
• Maintain high organization, accuracy, and attention to detail
• Demonstrate timeliness and follow-through on all tasks
• Proactively identify needs and take initiative
• Navigate scheduling across platforms (Outlook, Qgenda, EMR systems) with ease

Team Culture & Onboarding

The team fosters a supportive, respectful, and balanced work environment. Team members collaborate to support one another and recognize individual work styles and needs.

Onboarding includes hands-on training in key systems and processes, along with exposure to provider schedules, clinic workflows, and team coordination practices.

Qualifications

• High School Diploma or GED required
• 0–3+ years of relevant experience (administrative experience preferred)
• Experience working in a complex or matrixed environment is a plus
• Basic proficiency in Microsoft Office (Word, Excel, PowerPoint) required

 

• Indiana University Health has nearly 40,000 team members, including more than 3,600 physicians and 1,200 advanced practice providers, and we’re home to the largest nursing network in Indiana with more than 9,000 nursing team members at over 800 sites of care.
• IU Health is ranked No. 1 in Indiana by U.S. News & World Report, Riley Children's Health is ranked among the top children's hospitals in the country by U.S. News & World Report.
• A unique partnership with the Indiana University School of Medicine – one of the nation’s largest medical schools – gives patients access to groundbreaking research and innovative treatments, and it offers team members access to the latest science and the very best training – advancing healthcare for all.
• With 15 hospitals, including seven with Magnet designation and eight with Pathways to Excellence designation, our team members are leading the way through excellence.
• At Indiana University Health, your personal and professional growth is a top priority. You will have access to many diverse opportunities to learn and develop in meaningful ways that matter most to you, such as advanced clinical training, leadership development, promotion opportunities and cross training development.
• Indiana University Health is invested in the lives of Hoosiers, leading the transformation of healthcare to make Indiana one of the nation’s healthiest states.