Support Associate, Administrative​/Clerical

Aspire Indiana Health is a nonprofit provider of comprehensive “whole health” services including primary medical care, behavioral health, recovery services and programs addressing the social drivers of health such as housing and employment. Aspire has health centers throughout Central Indiana serving Hoosiers of all ages and walks of life.

Position Summary

The Support Associate serves as the welcoming first point of contact for the Carmel Administrative Office, providing respectful, responsive, and confidential support to visitors and team members. This onsite role manages phones, mail, and routine front-office needs; connects people with the appropriate Aspire resources; maintains accurate records and documentation; builds positive working relationships across the organization; and follows organizational, compliance, and safety requirements while demonstrating Aspire’s values.

This position is full time, in-person Monday - Friday from 8:00am - 5:00pm on-site in Carmel, IN.

• Front Desk & Customer Service: Greet visitors, vendors and team members; manage visitor sign-in/badges as applicable; provide directions; maintain a welcoming, professional front-office environment.
• Phones & Information: Answer the administrative main line, identify caller needs, provide basic public information, route calls appropriately, and Escalate unusual or urgent concerns.
• Mail, Deliveries & Supplies: Receive, sort and distribute incoming mail and deliveries; prepare outgoing/interoffice mail; maintain mail and shared-office supplies; receive orders and identify low-stock items.
• Team Member Help Desk: Serve as a starting point for basic administrative questions and connect team members to the appropriate department, resource, supplies or equipment.
• Facilities Ticket Management: Manage the Facilities ticketing system by receiving, reviewing, documenting, and routing requests; monitor open tickets and follow up as needed; communicate status updates; and help ensure requests are addressed and closed in a timely manner.
• Badges, Access Items & Technology Returns: Receive and document returned badges, keys/fobs and technology; maintain appropriate chain of custody; securely route items to Facilities, People Operations or IT. IT retains responsibility for technology inventory, wiping, inspection and disposition. Create badges for employees.
• Meeting & Shared-Space Support: Help visitors locate conference rooms; support basic meeting setup and signage; monitor the readiness of the lobby, mailroom, conference rooms and other shared administrative spaces; report housekeeping or maintenance concerns.
• Facilities & Building Communication: Serve as an intake point for routine building issues and route them to Facilities; maintain front-desk signage, temporary notices, and current department/location contact information.
• Notary & Emergency Support: Provide organizational notary services when authorized; maintain required records and supplies; know emergency contacts and procedures and assist with visitor accountability during emergencies.
• Facilities Documentation: Collect, sort, track, and maintain facilities-related receipts and documentation; organize and clean up shared Google Drive folders to ensure records are accurate, accessible, and appropriately maintained.

Education/Experience/ Requirements

• High School Diploma or Equivalent required
• Notary Public or eligible to become one
• Minimum one (1) year experience in healthcare required, medical front office experience highly preferred
• Previous experience in a mental health/behavioral health setting and/or medical office setting preferred

• Must have intermediate computer skills with Google Suite
• Must have reliable transportation to attend trainings and/or meetings
• Ability to…