Administrative Coordinator - Pediatric Plastic Surgery

About the role

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

Responsibilities

• 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.

Qualifications

• 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).