Sr. Administrative Assistant - Recruitment Coordinator

Job Description

Overview

Senior Administrative Assistant – Recruitment Coordinator

Our team members advance our mission and exemplify excellence, compassion, teamwork, and purpose in all that they do. Indiana University Health is seeking individuals who embody these values to join our Pathology Department team in the role of Senior Administrative Assistant – Recruitment Coordinator.

This role is dedicated to delivering a white-glove candidate experience for radiology and pathology clinical recruitment at IU Health. The Senior Administrative Assistant – Recruitment Coordinator serves as the face of the department for every visiting candidate. Coordinating the full logistics of onsite visits, escorting candidates throughout the day, and ensuring every interview, travel arrangement and onboarding touchpoint runs smoothly. With approximately 35 open positions supported at any given time, this person is the connective tissue between candidates, clinical staff, search committees and HR, keeping the recruitment process organized, professional and moving forward.

Key Relationships

Reports to: Associate Director, Human Resources

Direct reports: None

Shift: Full time, Monday – Friday, onsite

Location: Indianapolis, IN

The Scope:

This role owns the candidate experience and recruitment logistics for radiology and pathology clinical hiring, including:

• Creating and organizing candidate itineraries, assisting with travel arrangements and managing all events associated with onsite visits
• Escorting and transporting candidates to and from meetings and scheduled locations throughout their onsite visit, serving as their primary point of contact from arrival to departure
• Coordinating and scheduling interview times on clinical staff calendars for onsite visits
• Coordinating virtual interviews and ensuring all participants have the necessary information and access
• Serving as the primary liaison for all onsite recruitment logistics across candidates, search committees, HR and departmental leaders
• Collaborating with the HR team to provide search committees with complete and organized application materials
• Collecting and organizing feedback from clinical staff following virtual and onsite interviews
• Providing administrative support for targeted recruitment efforts, including coordinating job postings, organizing applicant and outreach materials and assisting with follow-up communication to support candidate attraction
• Assisting with onboarding and new hire orientation activities

Candidate Qualifications

Candidates for this position will be evaluated according to the following criteria and competencies.

• High School Diploma/GED is required.
• Requires 4-6 years of relevant administrative experience in a healthcare or complex organizational setting.
• Requires experience supporting senior leaders and managing sensitive information.
• Experience with a matrix organization and complex work environment is a plus.
• Requires advanced proficiency in MS office (Word, PowerPoint, Excel).
• Strong comfort with technology, including Canva and managing multiple calendars simultaneously.
• Must be comfortable and confident driving and transporting candidates as a core part of the job.
• Experience within a matrix organization and complex work environment is a plus.

The “DNA” for Success

Polished and Personable: You are the first impression candidates have of IU Health as an employer, and you spend a full day with them. You are warm, engaging and genuinely enthusiastic about representing the organization and the opportunity.

Logistics Minded: You are managing approximately 35 open positions at any given time. Itineraries, calendars, travel logistics and feedback collection all run through you, and nothing slips through.

Adaptable: Recruitment moves fast and plans change. You adjust without losing momentum and keep every candidate and stakeholder informed when they do.

Service Oriented: Whether you are picking up a candidate first thing in the morning or coordinating a last-minute schedule change, you show up with professionalism and care at every step.

Mission Connected: Every clinical provider you help recruit will go on to serve patients across Indiana. The experience you create for them starts long before their first day.

Indiana University Health is unlike any other healthcare system and we're looking for team members who share the things that matter most to us. IU Health leaders play a crucial role in advancing the mission of our organization and inspiring teams to make a meaningful difference in the lives of patients. As one of Indiana’s largest employers and the most comprehensive medical system in the state, our vision is to lead the transformation of healthcare through quality, innovation and education, and make Indiana one of the nation’s healthiest states.

IU Health is the largest health system in Indiana with nearly 40,000 team members, 15 hospitals and $8.64 billion in operating revenue. The system’s programs in cancer, cardiovascular, neuroscience, orthopedics, pediatrics and transplants have received national recognition for quality patient care. IU Health, in partnership with the Indiana University School of Medicine, bring together highly skilled physicians, researchers, and educators into close collaboration to provide world-class care for children and adults and improve the health of patients and communities across Indiana.

Indiana University Health is dedicated to a fair hiring process and is committed to equal opportunity and nondiscrimination for all individuals, regardless of age, color, disability, ethnicity, marital status, national origin, race, religion, gender identity, expression, sexual orientation, or veteran status.

We are an equal opportunity employer. IU Health does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Indiana University Health is Indiana’s most comprehensive health system, with 15 hospitals and nearly 40,000 team members serving Hoosiers across the state. Our partnership with the Indiana University School of Medicine gives our team members access to the very latest science and the very best training, advancing care for all. We’re looking for team members who share the things that matter most to us. People who are inspired by challenging and meaningful work for the good of every patient. People who are compassionate and serve with a purpose. People who aspire to excellence every day. People who are always ready to apply themselves.