Administrative Assistant

Key Responsibilities

• Patient Scheduling (75%)
  • Manage provider calendars and scheduling.
  • Cook up PTO requests and maintain calendar accuracy.
  • Provide daily administrative support to congenital providers.
  • Aid in physician reimbursement processes.
• Physician Administrative Support (20%)
  • Coordinate PTO requests and maintain calendar accuracy.
  • Provide daily administrative support to congenital providers.
  • Aid in physician reimbursement processes.
• Travel & CME Coordination (5%)
  • Arrange physician travel and lodging.
  • Coordinate Continuing Medical Education (CME) memberships and related activities.
  • Manage travel logistics and reimbursement documentation.

Office Operations & Technology Support

• Manage office calendars (excluding Drs. Ceppa and Denlinger).
• Order and maintain office supplies.
• Serve as a point of contact for administrative and technology-related needs.
• Cook up with other administrative staff, physicians, APPs, and occasional OR teams.

What Success Looks Like

• Hightly organized and detail-oriented.
• Proactive and able to anticipate needs.
• Self-driven and comfortable working independently.
• Resourceful with strong problem-solving skills.
• Skilled at building collaborative relationships and communicating effectively across teams.
• Adaptable and accountable in a fast-paced environment.

Team Culture

• This is a small, collaborative team that values mutual support and partnership.
• Team members work closely with physicians, APPs, administrators, and operational leaders, making relationship-building and communication critical to success.
• Individuals are encouraged to take initiative, support one another, and contribute to a positive and professional work environment.

Onboarding & Training

• Orientation to IU Health systems, tools, policies, and workflows.
• Structured training and handoff from key stakeholders.
• Learning physician preferences and calendar management processes.
• Training on travel arrangements, reimbursement procedures, and office operations.
• Ongoing leadership support and regular check-ins to ensure a successful transition.

Qualifications

• High School Diploma or GED.
• 0–3 years of relevant experience.
• Basic proficiency in Microsoft Office (Word, Excel, and PowerPoint).
• Previous medical office administrative experience preferred.
• Experience working within a matrixed organization or complex work environment preferred.