Administrative Assistant

Administrative Assistant (Part-Time)

Our team members advance our mission and exemplify excellence, compassion, teamwork, and purpose in all that they do. Indiana University Health (Arnett Hospital) is seeking individuals who embody these values to join our team in the role of Administrative Assistant.

We are seeking a detail‑oriented, service‑driven administrative professional who will provide essential support to leaders and clinical teams. This role is critical in ensuring smooth operations across the department, coordinating schedules, managing communications, supporting provider scheduling, and maintaining a well‑organized, responsive administrative environment for both leaders and providers.

Key Relationships

Reports to: Practice Manager 

Direct reports: None

Shift: Part-time, Monday-Friday, onsite

Location: Lafayette, IN (Arnett Hospital)

The Scope: 

The Administrative Assistant provides basic administrative and technical support to leaders and clinical teams, including hospitalists, palliative care teams, and residents. This role manages provider scheduling needs, supports meetings and departmental operations, coordinates supply ordering, and ensures timely communication across a complex, fast‑moving clinical environment.

The position requires someone who is organized, responsive, proactive, and comfortable managing multiple responsibilities simultaneously.

Candidate Qualifications

Candidates for this position will be evaluated according to the following criteria and competencies.

• High School Diploma/GED required.

• 0–3+ years of relevant experience; previous administrative experience preferred.

• Experience with a matrix organization and complex work environment is a plus.

• Requires basic proficiency in MS Office (Word, PowerPoint, Excel).

   

Key Responsibilities: 

• Enter provider schedules in advance and ensure accuracy across hospitalists, palliative care, and residents.

• Source coverage for open shifts and communicate updates promptly to all affected personnel.

• Support coordination between providers, leaders, and clinical teams to maintain efficient staffing.

• Manage schedules and calendars for leaders; coordinate meetings, guests, agendas, and logistics.

• Prepare meeting agendas, pull data for presentations, and assist with formatting, editing, and distributing materials.

• Take meeting minutes, distribute to team members and leadership, and upload to Teams for departmental access.

• Arrange IT support through the Help Desk and IIS and troubleshoot basic technical needs when possible.

• Process invoices, track expenses, and handle departmental inquiries.

• Oversee ordering of office supplies, cleaning supplies, business cards, lab coats, forms, and other departmental materials.

• Manage department phones, faxes, and Cerner inboxes, ensuring timely responses and accurate routing of messages.

• Maintain organized office records, files, reports, and resource data.

• Coordinate travel arrangements when needed.

• Support onboarding tasks and general administrative workflows as assigned.

• Address basic administrative and technical issues as they arise, escalating when appropriate.

The “DNA” for Success 

• Organized & Detail‑Focused: You excel at managing multiple tasks and keeping information accurate and accessible.

• Strong Communicator: You write and speak clearly, keeping providers and leaders informed.

• Service‑Oriented: You enjoy supporting others and ensuring the department runs smoothly.

• Proactive: You anticipate needs, identify gap