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Indiana University Health

Administrative Assistant - Hybrid

IU Health Physicians Support Services
Date Posted
13 May, 2022
Schedule & Shift
Full Time
Day
Requisition Number
331303
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Administrative Assistant - Hybrid

Job Description

Overview

Hybrid Option Position! This role will support our General Surgery Division Chief so there will be clinical administrative duties required for this role from an IUHP perspective as well as from his academic appointment with the school of medicine.

IU Specific Duties as the admin:

  • Schedule all Meetings on Calendar, Facilitate Meeting requests and scheduling appropriately
  • Set Zoom invites
  • Fellowship Program- Includes reaching out to candidates, offering them an interview slot, uploading all documents from Fellowship Council Website for the surgeons including test scores, CV’s, applications, letter of recommendations, creating evaluation sheets for each candidate, setting zoom for interviews and utilizing breakout rooms facilitating the interviews.
  • Scheduling Reviews for all the surgeons under Chief of Surgery- working with their calendar and assistants, creating doodle polls, pulling review forms from Digital Measures,  ensuring CV’s are received, creating zoom interviews for each review
  • Room reservations
  • Create letters on letterhead as requested
  • Uploading academic recommendation letters as needed to AAMC-LOR Portal

Updated info from an IUHP role perspective:

Surgery Scheduling: includes pre-op and post op requirements when applicable, gatekeeper for all patient interaction/communication: scheduling clinic appointments, sending new patient packets, insurance approvals and partnering with our prior authorization team, coordinating records and imaging, referral management/scheduling, completion of FMLA, STD, and medical records documents. Working very closely with our bariatric program team as it pertains to surgery scheduling and work up for the surgeons bariatric patient population. Backup coverage could be required to support other administrative team members/surgeon when applicable. Clinical knowledge and/or MA experience highly recommended! 

 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).

 

Safeguarding our patients and each other is an important part of how we deliver the best care possible to the communities we serve. As a condition of employment, IU Health requires all new hires to receive various vaccinations, including the influenza and COVID-19 vaccines, barring an approved exemption. New hires will also be provided the option to submit proof of previous vaccination.

We are an equal opportunity employer and value diversity and inclusion at IU Health. 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.

Qualifications for the Administrative Assistant - Hybrid Role

Overview

Hybrid Option Position! This role will support our General Surgery Division Chief so there will be clinical administrative duties required for this role from an IUHP perspective as well as from his academic appointment with the school of medicine.

IU Specific Duties as the admin:

  • Schedule all Meetings on Calendar, Facilitate Meeting requests and scheduling appropriately
  • Set Zoom invites
  • Fellowship Program- Includes reaching out to candidates, offering them an interview slot, uploading all documents from Fellowship Council Website for the surgeons including test scores, CV’s, applications, letter of recommendations, creating evaluation sheets for each candidate, setting zoom for interviews and utilizing breakout rooms facilitating the interviews.
  • Scheduling Reviews for all the surgeons under Chief of Surgery- working with their calendar and assistants, creating doodle polls, pulling review forms from Digital Measures,  ensuring CV’s are received, creating zoom interviews for each review
  • Room reservations
  • Create letters on letterhead as requested
  • Uploading academic recommendation letters as needed to AAMC-LOR Portal

Updated info from an IUHP role perspective:

Surgery Scheduling: includes pre-op and post op requirements when applicable, gatekeeper for all patient interaction/communication: scheduling clinic appointments, sending new patient packets, insurance approvals and partnering with our prior authorization team, coordinating records and imaging, referral management/scheduling, completion of FMLA, STD, and medical records documents. Working very closely with our bariatric program team as it pertains to surgery scheduling and work up for the surgeons bariatric patient population. Backup coverage could be required to support other administrative team members/surgeon when applicable. Clinical knowledge and/or MA experience highly recommended! 

  • qualifications__list
     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).

Job Page Content image

Indiana University Health is Indiana’s most comprehensive health system, with 16 hospitals and more than 34,000 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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