Administrative Coordinator - Pediatric Plastic Surgery

Indiana University Health System•Indianapolis, IN

1d•Hybrid

About The Position

Indiana University Health is seeking individuals who embody values of excellence, compassion, teamwork, and purpose to join their Pediatric Plastic Surgery team as an Administrative Coordinator. This position will serve as the primary administrative and operational partner for the Chief of Pediatric Plastic Surgery, faculty team, and division leadership. The role involves managing complex calendars and travel, processing expense reimbursements, and acting as a liaison for patients. It also supports website maintenance, recruitment efforts, and monitoring faculty documentation and compliance. The position will work Monday – Friday, 8:00 am – 4:30 pm, with eligibility for a hybrid work schedule after training. The office is located at Riley Hospital for Children.

Requirements

Bachelor's Degree or equivalent years of experience.
3-5 years of relevant experience.
Intermediate experience in receiving, analyzing, and interpreting complex data and information.
Advanced proficiency in MS Office (Word, PowerPoint, Excel).

Nice To Haves

Experience with a matrix organization and complex work environment.
Experience with website design/social media platforms.
Healthcare, academic medicine, physician practice, or higher education environment experience.
Experience supporting senior leaders, executives, physicians, or faculty.
Experience coordinating recruitment and onboarding activities.
Ability to manage multiple priorities in a fast-paced academic healthcare environment.
Experience supporting physician leaders, monitoring compliance requirements, and coordinating events.
Certifications such as CAP or project management credentials.

Responsibilities

Manage complex calendars and travel for the Chief of Pediatric Plastic Surgery.
Process expense reimbursements and travel-related documentation.
Serve as a liaison for destination and out-of-state patients.
Anticipate scheduling needs, prioritize competing demands, and facilitate efficient communication.
Maintain websites for the division and support marketing of programs.
Improve efficiency, enhance recruitment efforts, reduce administrative burden on leadership, and minimize revenue delays.
Support other administrative assistants with coverage and training for front-end duties.
Serve as a liaison for team recruitment activities and training, including outreach, interview scheduling, site visits, onboarding coordination, and communication with hiring teams.
Ensure a seamless and professional candidate experience throughout the recruitment process.
Monitor faculty documentation requirements, credentialing-related deadlines, and compliance activities.
Proactively address delinquent items to minimize the risk of claim holds, payment delays, and operational disruptions.
Prepare and process faculty and leadership expense reimbursements and travel-related documentation.
Ensure financial transactions are completed accurately and in accordance with organizational policies and timelines.
Provide standard administrative and technical support to directors/senior level leadership.
Manage director/senior leader-level calendars, meeting logistics, and travel arrangements with high autonomy.
Ensure quality customer service and professional representation of the team and the department.
Process invoices and expense reports, and handle inquiries, as appropriate, across supported teams.
Coordinate department-wide strategic initiatives, including project tracking and reporting.
Manage work with limited guidance and direction.
Identify and resolve administrative and operational challenges.
Assist with preparation of high-quality presentations, reports, and correspondence for internal and external stakeholders.
Assure accuracy and availability of office records, files, resource data, various reports, basic budget oversight, etc.
Train and guide junior administrative staff and may delegate and oversee their day-to-day work.
Exercise sound independent judgment, anticipate potential issues and challenges, and recognize the specific needs of their director/senior leader(s).