Description

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.

Job Summary

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.
Department Specific Responsibilities

• 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 timeframes 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; PowerPoints are loaded, system is working, etc.
• Coordinates any office moves .
• Keeps phone list, phone tree up to date.
• Maintains access to Access Nurse after hours call service.
• Assists with onboarding of new staff
• Tracks upcoming CME opportunities relevant to staff and providers.
• Enrolls staff, manages RSVPs, and coordinates materials or room bookings for in-house educational sessions.
• Keeps attendance records and ensures compliance with credentialing or licensing requirements.
• Completes credentialing for new providers.
• Sends notifications to providers when licensing/certifications are due.
• Sends re-credentialing filed and collates data.

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

Indiana University, Bloomington
This is an in person position.

Advertised Salary

$40,500.00 annually

Benefits Overview

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

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure .

Job Classification

Career Level: Intermediate
FLSA: Nonexempt
Job Function: General Administration
Job Family: Administrative Support
Click here to learn more about Indiana University's Job Framework.

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 opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University 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.