Administrative Coordinator - Pediatric Plastic Surgery

Our leaders shape strategic initiatives, develop passionate teams, and work to improve health outcomes. They 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 Pediatric Plastic Surgery team in the role of Administrative Coordinator. This position will work Monday – Friday, 8:00am – 4:30pm. This role 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 Riley Hospital for Children. 

This role serves as the primary administrative and operational partner for the Chief of Pediatric Plastic Surgery at Riley, faculty team, and division leadership.

Daily responsibilities include:

• Manage complex calendars and travel, processing expense reimbursements, serving as the liaison for destination and out of state patients  for the subspecialty services the Chief of Pediatric Plastic Surgery offers. 
• Anticipate scheduling needs, prioritize competing demands, and facilitate efficient communication with internal and external stakeholders.
• Maintain websites for division and support marketing our programs. 
• Help improve efficiency, enhances recruitment efforts, reduces administrative burden on leadership, and minimizes the risk of revenue delays caused by documentation deficiencies and claim holds. 
• Support other administrative assistants with coverage and training for our front-end duties.
• Serve as a liaison for team recruitment activities and training, can include \ 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.

Candidate Qualifications Required 

• 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.

• Experience with a matrix organization and complex work environment is preferred.

• Requires advanced proficiency in MS office (Word, PowerPoint, Excel).

Preferred 

• 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 is highly preferred. 

• Certifications such as CAP or project management credentials would be beneficial but are not required for success in the role.

Core Competencies

• 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 inquires, 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 judgement, anticipates potential issues and challenges, and recognizes the specific needs of their director/senior leader(s).

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.

• Indiana University Health has nearly 40,000 team members, including more than 3,600 physicians and 1,200 advanced practice providers, and we’re home to the largest nursing network in Indiana with more than 9,000 nursing team members at over 800 sites of care.
• IU Health is ranked No. 1 in Indiana by U.S. News & World Report, Riley Children's Health is ranked among the top children's hospitals in the country by U.S. News & World Report.
• A unique partnership with the Indiana University School of Medicine – one of the nation’s largest medical schools – gives patients access to groundbreaking research and innovative treatments, and it offers team members access to the latest science and the very best training – advancing healthcare for all.
• With 15 hospitals, including seven with Magnet designation and eight with Pathways to Excellence designation, our team members are leading the way through excellence.
• At Indiana University Health, your personal and professional growth is a top priority. You will have access to many diverse opportunities to learn and develop in meaningful ways that matter most to you, such as advanced clinical training, leadership development, promotion opportunities and cross training development.
• Indiana University Health is invested in the lives of Hoosiers, leading the transformation of healthcare to make Indiana one of the nation’s healthiest states.