Administrative Assistant, Pediatric Education Office

The Department of Pediatrics employs nearly 1,000 faculty and staff who work alongside employees of Riley Hospital for Children and students of IU School of Medicine to make Riley Children's Health Indiana's largest and most skilled pediatric system. At IUSM, our mission and core values define who we are, how we act, and what we aspire to accomplish. If you choose to join our team, you can expect a culture that values excellence, respect, integrity, diversity, and cooperation.

Job Summary

The Department of Pediatrics is seeking an organized and detail-oriented Administrative Support Specialist to provide comprehensive support for our residency programs. This role is integral in managing the categorical Pediatrics residency and offering additional support to various combined Pediatric residency programs.

Department-Specific Responsibilities

• Assists in program management, serve as a key resource for residents, and maintain precise and up-to-date records and schedules for all outpatient clinical assignments across the residency training years.
• Assists in the overall management of the Pediatrics residency program, acting as a primary resource for residents, especially in managing outpatient clinical assignments.
• Manages accreditation processes for clinic sites, including handling Program Letters of Agreement, IU Credentials, Preceptor Leads, and recruitment efforts.
• Maintains a real-time database with outpatient location information for clinic onboarding, including EMR training, malpractice information, and resident credentials.
• Keeps a real-time continuity clinic log and calendar, and provide data reports to the clinical competency committee as required.
• Develops and maintains outpatient clinical schedules for each rotation using MedHub and Amion, ensuring accurate and balanced scheduling for approximately 100 residents.
• Implements scheduling for new Mental Health and Outpatient Subspecialty Rotations, in compliance with ACGME requirements effective July 2025. Balance these rotations with residents' Continuity Clinic schedules.
• Provides administrative support to the Pediatric Chief Residents, assisting with various tasks and projects as needed.
• Maintains effective written and verbal communication with house staff residents, outpatient location schedulers, and administrative teams.
• Uses IU systems effectively to support program needs, including data gathering, report generation, preparing correspondence, and facilitating agendas and minutes.
• Participates in the development and implementation of administrative standards, policies, and practices for the organization.
• Promptly and courteously receives, screens, and directs incoming calls, visitors, mail, and email.
• Assists in connecting faculty preceptors with the pediatric clerkship team, coordinating efforts with outpatient locations that also schedule medical students.
• Performs additional duties as assigned and/or needed by the program directors.

General Responsibilities

• Provides administrative support to a department or group of professionals, exercising confidentiality, tact and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports.
• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
• Schedules and confirms appointments, meetings, and travel arrangements; tracks expenses.
• Participates in the development and implementation of administrative standards, policies and practices for the organization.
• May perform other duties related to maintaining an internal website and/or working with social media.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED)

WORK EXPERIENCE

Required

• 2 years of relevant experience

SKILLS

Required

• Excellent organizational skills
• Demonstrates ability to maintain confidential information
• Strong verbal communication and listening skills
• Demonstrates excellent judgment and decision making skills
• Ability to simultaneously handle multiple priorities
• Maintains composure under pressure

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Riley Hospital

Indianapolis, Indiana

This position is eligible to work a hybrid schedule (mix between remote and in-person work), subject to change in the future based on university policy and the department's business needs.

Advertised Salary

$40,000 - $45,000 per year based on experience, skill level, education, and training.

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure .

Job Classification

Career Level: Intermediate

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

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Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information .

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online . You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

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