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