Health Services Administrative Support Specialist; Administrative Assistant), Student Health Center

The Office of Student Life is focused on building a strong foundation to ensure every student's Indiana University (IU) experience is positive, safe, healthy, and meaningful. The Office of Student Life staff aim to help students navigate their time at IU, providing the tools they need to be successful. Students are our priority, and their health, safety, and overall well-being are our core mission.

The IU Student Health Center is part of The Office of Student Life and provides comprehensive on-campus facilities dedicated to supporting student well-being. It offers health promotion programs, a full-service medical clinic, counseling and psychological services (CAPS), and a pharmacy, all tailored to meet the unique needs of IU Bloomington students. With a focus on student-centered care, the Health Center strives to enhance the student experience and promote success through accessible, high-quality services.

The Health Services Administrative Support Specialist supports the Student Health Center medical services by facilitating medical referrals and prior authorizations to ensure students receive timely access to specialized care and services. Serving as a central communication point between healthcare providers, students, campus departments, insurance companies, and external medical facilities, this role is essential in coordinating care continuity. In addition, this position provides administrative support in provider scheduling, credentialing, continuing medical education (CME), and general operations, contributing to the effective and student-centered delivery of healthcare services on campus.

• Initiates and processes internal and external referrals based on provider recommendations.
• Follows up on referrals until the services are completed or documentation is returned.
• Communicates with healthcare providers, specialists, external facilities, and insurance companies to obtain authorizations and approvals.
• Notifies providers of referral denials or unapproved services and coordinate alternative plans as needed.
• Communicates with students, staff, and external entities to provide updates and clarification on referral or authorization status.
• Fax medical records and referral forms securely to appropriate facilities.
• Accurately documents all communications and referral/authorization statuses in the EMR.
• Monitors referral queues and maintains compliance with required time frames and documentation standards.
• Greets, directs, and/or supports visitors to the SHC Administration suite.
• Manages external communications by answering phones, monitoring voicemail messages, screen calls, take messages accurately to ensure timely staff callbacks.
• Makes all staff announcements and updates, when requested.
• Processes outgoing and incoming faxes maintaining confidentiality.
• Compiles operational reports, meeting minutes/summaries, process travel reimbursement, and CME attendance.
• Assists with monthly or quarterly reports (e.g., quality metrics, attendance tracking, supply use, KPIs) to inform leadership decisions.
• Ensures reports/data are stored/saved in accordance with current protocols
• Schedules meetings, interviews, make space arrangements, and compile feedback for search committees.
• Monitors and maintains inventory, complete DPOs for administrative supplies, including ordering of equipment and furniture.
• Organizes and maintains provider and staff calendars.
• Schedules clinic-wide meetings (staff meetings, committee meetings, provider coordination sessions), meeting minutes, and distribute meeting reminders.
• Assists providers with scheduling obligations, including meetings with other staff, calendar blocking and room reservations, CME, conference attendance, and QI committee meetings.
• Coordinates provider travel plans. Handles all P-card needs including logistics such as transportation (assisting with fleet services if required), lodging, itinerary, and expense tracking.
• Ensures rooms are prepped for schedules chairs/set up/equipment needs; the room is set and ready for use;
  Power Points are loaded, system is working, etc.
• Coordinates any office moves .
• Keeps phone list, phone tree up to…