Administrative Coordinator - Plastic Surgery

Indiana University Health System; Indianapolis (IN); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Indiana University Health is seeking an Administrative Coordinator for our Plastic Surgery division to support the Division Chief, faculty, and leadership. The role encompasses calendar management, travel coordination, credentialing oversight, recruitment support, expense processing, and event planning to ensure smooth operations and high-quality service.

This position offers a Monday–Friday schedule with a hybrid work option (3 days in office, 2 days remote) after training, on Emerson Hall at

Qualifications

• Bachelor's Degree or equivalent years of experience is required.
• Requires 3-5 years of relevant administrative experience.
• Experience with a matrix organization and complex work environment is preferred.
• Requires advanced proficiency in MS Office (Word, PowerPoint, Excel).

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.

Skills

Calendar management

Travel coordination

Administrative support

Microsoft Office

Data analysis

Education

Bachelor's degree or equivalent years of experience

Tools

Microsoft Office Suite

Job description

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 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 Emerson Hall on the IUI Campus.

This role is as the primary administrative and operational partner to the Division Chief, faculty team, and division leadership within Plastic Surgery IUHMG.

Daily responsibilities include:

• 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.

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

• 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.

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 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 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.