Administrative Skills, Benchmarking, Calendar Management, Cerner, Change Management, Clinical Support, Communication Skills, Detail Oriented, Documentation, Genetics, Interviewing Skills, Jabber, Language Interpreter, Matrix Management, Medicine, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multiplatform/Cross-Platform, Multitasking, Onboarding, Online Training, Patient Care, Patient Charts, Problem Solving Skills, Process Development, Schedule Development, State Laws and Regulations, Team Player, Time Management
Assistant-Administrative
Job Description
Overview
Schedule
Monday-Friday | 8:00 AM - 4:30 PM (Onsite)
Role Overview
This position supports both new and established patients within Developmental Medicine by coordinating and managing scheduling needs. The role requires strong attention to detail, effective communication, and the ability to navigate a fast-paced, team-oriented environment.
Key Responsibilities
- Schedule Developmental Medicine appointments accurately and in a timely manner
- Maintain patient documentation in Cerner (e.g., phone notes, interpreter orders, referrals)
- Communicate effectively with providers, team members, and other departments
- Ensure optimal utilization of provider schedules to support patient care
- Cover scheduling line and support internal scheduling pools as needed
Department Interaction
- Collaborates regularly with IGD, CP, SB, and DS clinics to support patient scheduling needs
- Utilizes Cerner for patient chart documentation and coordination
- Communicates with providers and administrative teams via Teams to confirm scheduling accuracy
Preferred Qualifications
- Experience with Cerner scheduling strongly preferred
- Prior scheduling experience required; Epic experience a plus
- Ability to navigate multiple platforms (Outlook, Luma, Backline, Jabber, Teams, GLOBO HQ, RedCap)
- Strong multitasking skills with ability to manage competing priorities
- Experience working in a complex or matrixed environment preferred
- High level of accuracy, attention to detail, and communication skills
- Demonstrates initiative and proactive problem-solving
Performance Benchmarks
- 3 months: Demonstrates working knowledge of Cerner scheduling and team communication workflows
- 6 months: Effectively manages workflow changes and consistently follows established processes
- 12 months: Independently differentiates appointment types, operates with autonomy, and proactively manages scheduling responsibilities
Team Culture & Onboarding
We pride ourselves on being a supportive, welcoming, and collaborative team. New team members are welcomed with respect and encouraged to build strong working relationships across the department.
Onboarding includes:
- Introduction to the Administrative Coordinator and Practice Manager
- Combination of hands-on and web-based training
- 1:1 training sessions with key team members
- Structured onboarding period of approximately 4-6 weeks
Requirements:
High School Diploma/GED required.
- Requires 0-3+ years relevant experience; previous administrative experience preferred.
- Experience with matrix organization and complex work environment a plus.
- Requires basic proficiency in MS office (Word, PowerPoint, Excel).
We are an equal opportunity employer. IU Health does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.
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Indiana University Health Inc