Coordinator-Administrative
Indiana University Health, Indianapolis, IN, United States
Administrative Coordinator
This position provides high-level administrative and technical support to the Endocrinology Division's Chief, including the Service Line Administrator and other senior leadership. The role requires strong organizational skills, sound judgment, and the ability to manage complex administrative functions with a high degree of autonomy. The successful candidate will handle confidential information, coordinate varied priorities, and serve as a professional representative of the division.
Key Responsibilities
Administrative & Leadership Support
Maintain Outlook calendar and division-wide calendar
Coordinate meeting logistics, distribute agendas and meeting minutes
Draft, manage, and distribute division communications
Serve as administrator for faculty annual reviews, including distributing and maintaining records
Process continuing medical education (CME) and reimbursement documentation
Arrange travel and manage itineraries for faculty, visiting speakers, and recruits
Schedule and host outside speakers and other visitors
Operations & Coordination
Maintain Amion, QGenda, and Backline systems
Organize and support division retreats and special events
Coordinate with the Practice Manager, Service Line Administrator (SLA), Division Chief, and Fellowship Coordinator
Provide limited ordering of office supplies
Support department-wide initiatives, project tracking, and reporting
Administrative Excellence
Prepare high-quality presentations, reports, and correspondence for internal and external stakeholders
Process invoices and expense reports
Ensure accuracy and availability of office records, files, and operational data
Provide basic budget oversight and reconciliation
Identify and resolve administrative and operational challenges proactively
Training & Oversight
Train and support junior administrative staff
Delegate and oversee day-to-day administrative tasks, as appropriate
Skills for Success
Strong accountability and integrity
Ability to handle sensitive and confidential information with discretion
Excellent organizational and time-management skills
Professional communication and customer service approach
Strong independent judgment and problem-solving abilities
Ability to anticipate leadership needs and address issues proactively
Comfortable working with limited guidance in a fast-paced, complex environment
Work Style & Expectations
Manages multiple priorities with high autonomy
Exercises sound judgment and adapts to changing needs
Maintains a high level of professionalism when representing the division
Demonstrates initiative and ownership in daily operations
Required & Preferred Qualifications
Bachelor's degree or equivalent years of experience required
Minimum of three (3) to five (5) years of relevant professional experience
Intermediate experience receiving, analyzing, and interpreting complex data and information
Experience working within a matrix organization or complex work environment preferred
Advanced proficiency with Microsoft Office applications, including Word, PowerPoint, and Excel
About Us
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.
About the Team
Indiana University Health is Indiana's most comprehensive health system, with 15 hospitals and nearly 40,000 team members serving Hoosiers across the state. We're looking for team members who are inspired by challenging and meaningful work for the good of every patient. People who are compassionate and serve with a purpose. People who aspire to excellence every day.
This position provides high-level administrative and technical support to the Endocrinology Division's Chief, including the Service Line Administrator and other senior leadership. The role requires strong organizational skills, sound judgment, and the ability to manage complex administrative functions with a high degree of autonomy. The successful candidate will handle confidential information, coordinate varied priorities, and serve as a professional representative of the division.
Key Responsibilities
Administrative & Leadership Support
Maintain Outlook calendar and division-wide calendar
Coordinate meeting logistics, distribute agendas and meeting minutes
Draft, manage, and distribute division communications
Serve as administrator for faculty annual reviews, including distributing and maintaining records
Process continuing medical education (CME) and reimbursement documentation
Arrange travel and manage itineraries for faculty, visiting speakers, and recruits
Schedule and host outside speakers and other visitors
Operations & Coordination
Maintain Amion, QGenda, and Backline systems
Organize and support division retreats and special events
Coordinate with the Practice Manager, Service Line Administrator (SLA), Division Chief, and Fellowship Coordinator
Provide limited ordering of office supplies
Support department-wide initiatives, project tracking, and reporting
Administrative Excellence
Prepare high-quality presentations, reports, and correspondence for internal and external stakeholders
Process invoices and expense reports
Ensure accuracy and availability of office records, files, and operational data
Provide basic budget oversight and reconciliation
Identify and resolve administrative and operational challenges proactively
Training & Oversight
Train and support junior administrative staff
Delegate and oversee day-to-day administrative tasks, as appropriate
Skills for Success
Strong accountability and integrity
Ability to handle sensitive and confidential information with discretion
Excellent organizational and time-management skills
Professional communication and customer service approach
Strong independent judgment and problem-solving abilities
Ability to anticipate leadership needs and address issues proactively
Comfortable working with limited guidance in a fast-paced, complex environment
Work Style & Expectations
Manages multiple priorities with high autonomy
Exercises sound judgment and adapts to changing needs
Maintains a high level of professionalism when representing the division
Demonstrates initiative and ownership in daily operations
Required & Preferred Qualifications
Bachelor's degree or equivalent years of experience required
Minimum of three (3) to five (5) years of relevant professional experience
Intermediate experience receiving, analyzing, and interpreting complex data and information
Experience working within a matrix organization or complex work environment preferred
Advanced proficiency with Microsoft Office applications, including Word, PowerPoint, and Excel
About Us
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.
About the Team
Indiana University Health is Indiana's most comprehensive health system, with 15 hospitals and nearly 40,000 team members serving Hoosiers across the state. We're looking for team members who are inspired by challenging and meaningful work for the good of every patient. People who are compassionate and serve with a purpose. People who aspire to excellence every day.