Administrative Assistant at Indiana University

Posted in Other 15 days ago.

Location: Bloomington, Indiana

Job Description:



Department Information

The Division of Student Affairs is focused on building a strong foundation to ensure every student's IU experience is positive, safe, healthy, and meaningful. The Division of Student Affairs staff and 22 departments aim to help students navigate their time at IU, providing the tools they need to be successful in school and after graduation. Students are our priority, and their health, safety, and overall well-being are our core mission.

The Student Health Center is proud to be a department within the Division of Student Affairs. The Division is committed to promoting learning and respect by integrating diversity, equity and inclusion in all programs, interactions, and partnerships. We commit to creating and maintaining an inclusive environment where all people are respected, valued, and affirmed so that they may know they matter and belong at Indiana University.

Indiana University's Counseling and Psychological Services (CAPS) is a diverse interdisciplinary team located in beautiful Bloomington, Indiana a welcoming college town surrounded by hills, forests, lakes, biking and hiking trails. There are diverse cultural events, a broad array of food, restaurants, and people from across the country and the world.

Job Summary

The primary role of this position is to perform a variety of administrative duties involved in greeting clients and visitors, answering inquiries, scheduling client appointments and meetings, screening calls, coding client bills, maintaining electronic computer scheduling, maintaining information in electronic medical chart, assisting patients with Patient Assistant Prescription applications and renewals and general clinic operations.

Department-Specific Responsibilities

  • Serves as the first contact a family member might have with CAPS/SACS or the IU Student Health Center.

  • Provides information to the person concerning the agency and/or connecting the caller with the appropriate staff member.

  • Abides by federal, state, and university guidelines concerning confidentiality of clients.

  • Maintains a professional and calm atmosphere in the reception area regardless of demands by phones, clients, staff, or emergency situations.

  • Provides direct service to both clients and staff as needed.

  • Answers 3 phone lines for CAPS plus a crisis line for Sexual Assault Crisis Service in a timely manner, transfers calls.

  • Determines eligibility for services.

  • Accurately updates client data on electronic health records system. Routinely updates current address and phone numbers.

  • Accurately schedules and cancels individual, couples, and group appointments. Informs client of agency protocol concerning appointment. Notifies clinical staff of same day cancellations.

  • Responds to inquiries about the services offered.

  • Takes messages and notifies staff via in-house electronic chart email system.

  • Accurately documents information on prescription refills and notifies psychiatrist of request.

  • Provides information about other agencies when person inquiring is not eligible for CAPS services.

  • Correctly registers clients for scheduled appointments as well as initiates procedures pertaining to emergency clients for CAPS or SACS walk-in clinic.

  • Manages distraught clients until the clinician takes the student into an office.

  • Provides information and materials to assist students with completing required computer work at registration.

  • Initiates and accurately posts billing charges on patient accounts.

  • Maintains staff schedule changes.

  • Enters patients into electronic chart tool.

  • Initiates and follows up on requests for counseling records from outside agencies.

  • Accesses BARS screen to determine or verify university registration and payment of health fee.

  • Assists clinical and training staff as needed.

  • Prioritizes tasks as need for the smooth running of the clinic especially during a crisis.

  • Faxes and copies materials as needed.

  • Initiates and maintains requests for ADHD protocol.

  • Compiles and maintains Patient Assistance Prescription programs for clients as needed.

  • Follows HIPAA regulations in dealing with clients or callers.

  • Handles 3 incoming phone lines for CAPS, a crisis line for Sexual Assault Crisis Service, clients checking in for appointments, clients wishing to schedule a returning appointment, clients registering for emergency walk-in appointments and the possibility of clients accompanied by campus representative or campus police. Decisions must be made on how to prioritize and handle these situations as quickly and efficiently as possible with the least disruptions in reception areas and in a manner most calming to patients.

  • Maintains confidentiality; it is imperative that there is no breach of confidentiality in working with the students, their families, as well as concerned faculty/staff members, or other interested parties. The protection of confidentiality for the clients must be the highest priority in every contact either by phone or in person.

  • Deals with staff requests, handling the pressure in a firm and positive manner is essential to ease the stress with dealing with a large clinical staff.

  • Works in a fast-paced environment. Work schedule must be flexible and responsive to the needs at the time. Duties are constantly being interrupted. During emergencies, clerical staff is responsible for maintaining composure and calm atmosphere in the reception area.

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.

  • Receives, screens, and directs incoming calls, visitors, mail, and email.

  • Schedules and confirms appointments, meetings, and travel arrangements.

  • Assists the development and implementation of administrative standards, policies and practices for the organization.



  • High school diploma or GED

  • 2 years of experience working in a medical or counseling setting
Combinations of related education and experience may be considered


  • Excellent organizational skills
  • Exceptional multitasking skills
  • Strong communication skills
  • Effective interpersonal skills
  • Maintains a high degree of professionalism
  • Demonstrated ability to maintain confidential information
  • Familiar with IU Software applications, Outlook, computer scheduling, and electronic health record system
  • Ability to answer 3 phone lines

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

Bloomington, Indiana

Benefits Overview

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

  • Multiple plan options for medical insurance

  • Dental insurance

  • Health Savings Account with generous IU contribution

  • Life insurance, LTD, and AD&D options

  • Base retirement plan contribution from IU, subject to vesting

  • Additional supplemental retirement plan options

  • Tuition benefit for IU classes

  • 10 paid holidays per year

  • Generous Paid Time Off

  • Paid Parental Leave

  • Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Foundational

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.

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.

New employees will be provided with information regarding Indiana University's COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's 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 or by visiting IUPD.

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