Administrative Coordinator - Plastic Surgery

Indiana University Health System • Indianapolis, IN

4d • Hybrid

About The Position

Indiana University Health is seeking individuals who embody values of excellence, compassion, teamwork, and purpose to join their Plastic Surgery team as an Administrative Coordinator. This position will primarily serve as the administrative and operational partner to the Division Chief, faculty team, and division leadership within Plastic Surgery IUHMG. The role involves managing complex executive calendars, scheduling meetings, coordinating travel, and providing administrative support to leadership and faculty. It also includes coordinating faculty recruitment, managing compliance documentation, processing financial documents, and supporting events. The position aims to identify process improvements and streamline administrative workflows. This role will work Monday – Friday, 8:00am – 4:30pm, and will be eligible for a hybrid work schedule (3 days in office, 2 days remote) after successful completion of new hire training. The office is located at Emerson Hall on the IUI Campus.

Requirements

• Bachelor's Degree or equivalent years of experience is required.
• Requires 3-5 years of relevant experience.
• Requires intermediate experience in receiving, analyzing, and interpreting complex data and information.
• Requires advanced proficiency in MS office (Word, PowerPoint, Excel).

Nice To Haves

• Experience with a matrix organization and complex work environment is preferred.
• Healthcare, academic medicine, physician practice, or higher education environment experience.
• Experience supporting senior leaders, executives, physicians, or faculty.
• Experience coordinating physician/provider recruitment and onboarding.
• Familiarity with: Physician credentialing, Faculty affairs, Compliance documentation, Revenue cycle processes
• Experience planning educational conferences, faculty events, or professional programs.

Responsibilities

• Managing complex executive calendars, scheduling meetings, and coordinating travel for the Division Chief.
• Providing administrative support to division leadership and faculty members.
• Acting as the primary coordinator for faculty recruitment, including candidate outreach, interview scheduling, site visits, onboarding coordination, and communication with hiring teams.
• Tracking and managing faculty compliance documentation, credentialing-related deadlines, and other required paperwork to prevent claim holds and reimbursement delays.
• Processing expense reports, reimbursements, and travel-related financial documentation.
• Coordinating and supporting educational, recruitment, and faculty engagement events in partnership with the Education team.
• Working closely with faculty, practice leadership, HR, Finance, Education, and other coordinators to ensure smooth operations and provide cross-coverage when needed.
• Identifying process improvements and helping streamline administrative workflows.
• Provides standard administrative and technical support to directors/senior level leadership.
• Manages director/senior leader-level calendars, meeting logistics, and travel arrangements with high autonomy.
• Ensures quality customer service and professional representation of the team and the department.
• Processes invoices and expense reports, and handles inquiries, as appropriate, across supported teams.
• Coordinates department-wide strategic initiatives, including project tracking and reporting.
• Manages work with limited guidance and direction.
• Identifies and resolves administrative and operational challenges.
• Assists with preparation of high-quality presentations, reports, and correspondence for internal and external stakeholders.
• Assures accuracy and availability of office records, files, resource data, various reports, basic budget oversight, etc.
• Trains and guides junior administrative staff and may delegate and oversee their day-to-day work.
• Exercises sound independent judgment, anticipates potential issues and challenges, and recognizes the specific needs of their director/senior leader(s).

Benefits

• IU 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level