Administrative Coordinator

Overview

Our teams shape strategic initiatives, have passion, and work to improve health outcomes. They advance our mission and exemplify excellence, compassion, teamwork and purpose in all that they do . Indiana University Health is seeking individuals who embody these values to join our team in the role of Administrative Coordinator. This position is full-time, in office role located at Fairbanks Hall in Indianapolis, IN.

The Administrative Coordinator will provide comprehensive administrative support to multiple executive leaders, ensuring smooth day-to-day operations. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

• Maintain and coordinate calendars for three VP-level leaders.
• Schedule meetings and manage calendars to align with priority initiatives.
• Occasionally assist with calendar management for VP's direct reports.
• Manage conference room bookings.

• Arrange travel accommodations as needed for all supported leaders.
• Prepare and process expense reports accurately and timely.

• Organize catering for meetings and events as needed.
• Serve as planner/worker for quarterly leadership meetings.
• Take minutes for leadership meetings.

• Process investment contracts through Adobe Acrobat Sign.
• Prepare quarterly reports for Investments & Treasury teams.
• Draft quarterly cover letters and certificates per leadership direction.
• Distribute mail and manage birthday and anniversary e-cards.
• Support office supply ordering responsibilities.

• Manage timekeeping and PTO approvals on behalf of the VPs.
• Review and approve timecards, as needed.

• Proven experience as an Administrative Coordinator/Executive Assistant or similar administrative role.
• Familiarity with Adobe Acrobat Sign and UKG Pro preferred.
• Excellent organizational and multitasking skills.
• Strong communication and interpersonal abilities.
• Ability to handle confidential information with discretion.
• Proactive problem-solving skills and adaptability.
• Team-oriented mindset with a focus on collaboration.

• Bachelor's degree or equivalent years of experience required.
• Requires 3-5+ years of relevant experience.
• Experience with matrix organization and complex work environment preferred.
• Requires intermediate proficiency in MS office (Word, PowerPoint, Excel).
• Requires intermediate experience in receiving, analyzing, and interpreting complex data and information.

Indiana University Health is dedicated to a fair hiring process and is committed to equal opportunity and nondiscrimination for all individuals, regardless of age, color, disability, ethnicity, marital status, national origin, race, religion, gender identity, expression, sexual orientation, or veteran status.