Administrative Coordinator

Job Description

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.

Key Responsibilities:

Calendar Management

* 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.

Travel & Expense Management

* Arrange travel accommodations as needed for all supported leaders.

* Prepare and process expense reports accurately and timely.

Event & Meeting Support

* Organize catering for meetings and events as needed.

* Serve as planner/worker for quarterly leadership meetings.

* Take minutes for leadership meetings.

Administrative Duties

* 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.

HR & System Support

* Manage timekeeping and PTO approvals on behalf of the VPs.

* Review and approve timecards, as needed.

Candidate Qualifications

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

Preferred:

* 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.

Required:

* 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 unlike any other healthcare system and we're looking for team members who share the things that matter most to us. IU Health leaders play a crucial role in advancing the mission of our organization and inspiring teams to make a meaningful difference in the lives of patients. As one of Indiana's largest employers and the most comprehensive medical system in the state, our vision is to lead the transformation of healthcare through quality, innovation and education, and make Indiana one of the nation's healthiest states.

IU Health is the largest health system in Indiana with nearly 40,000 team members, 15 hospitals, and $8.64 billion in operating revenue. The system's programs in cancer, cardiovascular, neuroscience, orthopedics, pediatrics and transplants have received national recognition for quality patient care. IU Health, in partnership with the Indiana University School of Medicine, bring together highly skilled physicians, researchers, and educators into close collaboration to provide world-class care for children and adults and improve the health of patients and communities across Indiana.

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.