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Coordinator-Administrative

Coordinator-Administrative

Job Description

Overview

Administrative Coordinator

Endocrinology Division

Schedule: Monday–Friday, 8:00 AM–5:00 PM
Location: Riley Hospital

Position Overview

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

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.

Indiana University Health is Indiana’s most comprehensive health system, with 15 hospitals and nearly 40,000 team members serving Hoosiers across the state. Our partnership with the Indiana University School of Medicine gives our team members access to the very latest science and the very best training, advancing care for all. We’re looking for team members who share the things that matter most to us. People 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. People who are always ready to apply themselves.

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