Assistant to Physician Assistance Program and General Counsel

Indiana State Medical Association - Indianapolis, IN


Assistant to Physician Assistance Program and General Counsel

Status: Hourly, Non-Exempt

Reports to: General Counsel


The Indiana State Medical Association is the common trade association for all physicians in Indiana, representing approximately 8,500 medical students, residents, fellows, practicing physicians and retired physicians. Services include government relations, legal information, practice management, and education.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

  • Core hours generally Monday – Friday, 8:15 a.m. – 4:30 p.m. with some additional hours as necessary to complete job requirements.
  • This position requires time spent with physicians and communication with physician groups.

Position Summary

The assistant to the Physician Assistance Program serves as the first point of contact with participants in the Physician Assistance Program. This position also provides administrative support to the General Counsel. This position works on projects that are complex, diverse and of a confidential nature. This position ensures the smooth operation of the Physicians Assistance Program and Legal Department under the pressure of frequent interruptions and changes in priorities.

Core Responsibilities

Essential functions for the Physician Assistance Program include but are not limited to the following:

  • Manage and maintain the Spectrum 360 database;
  • Monitor Soberlink database;
  • Manage the opening and closing of all cases;
  • Complete advocacy letters for participants weekly and create a tracking system for completion of letters;
  • Oversee monthly billing;
  • Assist in the preparation of quarterly reports;
  • Develop and maintain a filing system;
  • General administrative duties to include: scanning; copying; responding to requests for releases of information and appointments; resolving database issues; checking and responding to daily messages;
  • Other duties and tasks as requested.

Essential functions for the General Counsel include but are not limited to the following:

  • Perform research;
  • Draft and prepare documents;
  • Edit documents;
  • Transmit information to physicians; and
  • Enter and track member inquiries in database


The requirements listed below are representative of the knowledge, skill and/or ability required.

Required Qualifications and Education

  • Bachelor’s Degree or comparable experience.
  • Ability to work independently.
  • Excellent written and verbal communication skills
  • Proficient in Microsoft Office Suite.
  • Knowledge of the structure and content of the English language, including spelling, grammar, and rules of composition

Preferred Qualifications

  • Experience in a professional office setting
  • Must have proficiency in Microsoft;
  • Strong organizational skills with ability to multi-task;
  • Uphold confidentiality of program and participants;

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job the employee is regularly required to sit, talk and hear. The employee is frequently required to stand, walk, reach with hands and arms, and use hands to finger, handle, or feel. The employee is occasionally required to lift up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties as may be required by their supervisor.

We recruit and hire applicants without regard to race, color, national origin, religion, sex, age, disability, ancestry, status as a veteran, or any other characteristic protected by federal, state or local law.


To be considered for this position, please submit a cover letter and resume to ISMACareers@

Job Type: Full-time


  • Microsoft Office: 1 year (Preferred)


  • Bachelor's (Preferred)


  • English (Preferred)