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Administrative Assistant

Date Posted:  Apr 20, 2021
Requisition ID:  199921

Indianapolis, IN, US, 46218

Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.


At the State of Indiana, we don’t just talk about diversity and inclusion – Our goal is to create a welcoming, accessible, and equitable workplace, with a workforce that is representative of the State of Indiana population. We are proud to be an equal opportunity employer.


About the NeuroDiagnostic Institute (NDI):

NeuroDiagnostic Institute and Advanced Treatment Center located on the campus of Community East Hospital in Indianapolis, and operated in partnership with Community Health Network, delivers advanced evaluation and treatment for patients with the most challenging and complex neuropsychiatric illnesses and moves them more efficiently into the most appropriate treatment settings within the community or state mental health system. The NDI is a key component the Indiana Family and Social Services Administration’s initiative to modernize and reengineer Indiana’s network of state-operated mental health facilities.



This position's salary starts at $25,766.00 ($13.21/hr) but could be commensurate base on education and/or experience.

About the Job:

This position independently functions as Medical Staff Administrative Assistant and provides professional, technical, and administrative support functions to medical staff and QA Director in an efficient, effective, and timely manner to meet the hospital's strategic goals/objectives.

A Day in the Life:

The essential functions of this roles are as follows:

•    Design/develop and maintains files/databases. 
•    Ensure compliance with security regulations/HIPAA regulations regarding all documents in area.
•    Ensure high level of confidentiality.
•    Locates, compiles data, collates materials, then processes for special projects and reports.  
•    Maintain physician fact files. 
•    Coordinate physician performance improvement and peer review process. 
•    Coordinate credentialing/re-credentialing/privileging process for physicians requiring extensive knowledge of The Joint Commission standards. 
•    Maintain/update legal files and generates required documentation of these files. 
•    Coordinate with courts in scheduling mental health commitment hearings of patients and serves as
•    Recorder for those hearings held at the Hospital.
•    Maintain/coordinate process for referral packets received from CMHC's/DMHA/BDDS.
•    Develop and maintain filing systems.
•    Retrieve and distribute Medical Director's and QA Director's incoming mail.
•    Inform Medical Director of departmental work status.
•    Serves as Medical Director liaison to staff members and communicates effectively with staff, public or other agency representatives. 
•    Monitors attendance reporting of medical staff, both state and contractual for accuracy.
•    Enters quality measure data for hospital performance improvement.
•    Prepare monthly meeting agenda and minutes for Medical staff Committee and Performance Improvement Committee.

What We're Looking For:

•    High school diploma
•    Minimum of two years administrative or clerical experience in a doctor's office or hospital environment preferred.
•    Ability to maintain high level of confidentiality.
•    Working knowledge of computer programs and the ability to utilize these skills in the completion of job duties. 

What You'll Need for Success:

•    Specialized knowledge of the procedures involved in applying policies, programs, and activities of the department as well as working knowledge of other related agency programs and other departments within same agency.
•    Specialized knowledge of available records and resource material and an ability to trace required information.
•    Practical knowledge of office organization accepted clerical procedures and management of bookkeeping or record keeping system.
•    Specialized knowledge of rules and regulations affecting the work.
•    Basic knowledge of computer procedures.
•    Ability to compose technically accurate correspondence and reports using correct grammar, spelling and punctuation.
•    Ability to work independently in solving problems, ensuring compliance with regulations, ensuring smooth workflow, and generating required work as appropriate.
•    Ability to work under pressure and to practice diplomacy, tact, and courtesy.
•    Ability to attend to detail and maintain accuracy and confidentiality.
•    Ability to read resource material, extract appropriate information and apply as needed.

Supervisory Responsibilities/Direct Reports:

This role may serve as a team lead for an assigned work group.


Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes:

  • Three (3) medical plan options (including RX coverage) and vision/dental coverages
  • Wellness program (offers premiums discount for the medical plan)
  • Health savings account (includes bi-weekly state contribution)
  • Deferred compensation account (similar to 401k plan) with employer match
  • Two (2) fully-funded pension plan options
  • Group life insurance
  • Employee assistance program that allows for covered behavioral health visits
  • Paid vacation, personal and sick time off
  • Competitive leave policies covering a variety of employee needs
  • 12 company paid holidays, 14 on election years
  • Qualified employer for the Public Service Loan Forgiveness Program
  • New Parent Leave
  • Free Parking
  • Free LinkedIn Learning


Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer

Current Employee? Click here to apply.

Nearest Major Market: Indianapolis