Administrative Assistant

Job Description

Overview

Hours:

8am-4:30pm Monday-Friday

Location:

Riley Pediatric Neurology - 11590 N Meridian St Suite 300, Carmel

Provides administrative, operational & technical support to teams. Responsibilities include scheduling patient appointments, coordinating diagnostic testing, preparing & mailing patient correspondence, supporting provider schedules, assisting with process improvements and serving as a resource for staff. Acts as a liaison between clinical, administrative, and call center teams to ensure efficient operations and excellent patient service. Requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced healthcare environment.

Key Responsibilities:

* Scheduling & Coordination

* Manage provider schedules and scheduling templates.

* Schedule appointments, meetings, EEGs, MRIs, and other patient-related services.

* Coordinate calendars and ensure efficient use of provider and staff time.

* Administrative Support

* Support the manager and department staff with day-to-day administrative needs.

* Schedule meetings, prepare agendas, and document meeting minutes.

* Create recognition materials such as birthday and work anniversary signs and communications.

* Office Operations & Organization

* Monitor and maintain office supplies and submit orders as needed.

* Ensure work areas are organized and resources are readily available.

* Assist with maintaining departmental records and documentation.

* Documentation & Communication

* Manage correspondence, faxes, reports, and departmental communications.

* Update records accurately and maintain organized files.

* Communicate professionally with staff, providers, patients, and external contacts.

* Problem Solving & Team Support

* Identify and resolve routine administrative and scheduling issues.

* Prioritize competing responsibilities while meeting deadlines.

* Provide exceptional customer service and collaborate effectively with team members.

Preferred

Skills & Qualifications

* Strong organizational and time-management skills.

* Detail-oriented with excellent reading comprehension and accuracy.

* Ability to prioritize tasks and manage multiple responsibilities simultaneously.

* Resourceful problem-solver with sound judgment.

* Ability to work independently and collaboratively within a team environment.

* Outstanding customer service and interpersonal communication skills.

* Strong computer skills and proficiency with Microsoft Office applications and electronic systems.

* Professional, dependable, and adaptable in a fast-paced environment.

* Ability to maintain confidentiality and handle sensitive information appropriately.

Requirements:

High School Diploma/GED required.

0-3+ years of administrative, registration, scheduling, healthcare support, or related experience preferred.

Strong attention to detail, organizational, and problem-solving skills.

Excellent communication and customer service skills.

Proficiency in Microsoft Office required.

Experience with electronic health records, patient scheduling & Outlook preferred.