Administrative Assistant (Cardiovascular Division)

Schedule: Monday–Friday
Location: Emerson Hall and /or Methodist Professional Center

Position Overview

This role provides administrative support to physicians within the Cardiothoracic Division. The Administrative Assistant will partner closely with physicians, advanced practice providers (APPs), fellow administrative staff, and operational leaders to ensure efficient day-to-day operations. This is not a patient-facing or clinic-based position.

Key Responsibilities

Patient Scheduling (75%)

Physician Administrative Support (20%)

• Manage provider calendars and scheduling.
• Coordinate PTO requests and maintain calendar accuracy.
• Provide daily administrative support to congenital providers.
• Assist with 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.
• Coordinate with other administrative staff, physicians, APPs, and occasional OR teams.

What Success Looks Like

The ideal candidate will be:

• Highly 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

The onboarding process typically takes 2–4 weeks and includes:

• 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.
• Position will be Hybrid 1 day per week upon successful completion of training

Qualifications

Required

• High School Diploma or GED.
• 0–3 years of relevant experience.
• Basic proficiency in Microsoft Office (Word, Excel, and PowerPoint).

Preferred

• Previous medical office administrative experience.
• Experience working within a matrixed organization or complex work environment.

First 90 Days

Successful candidates should be able to:

• Manage physician calendars and scheduling independently.
• Process referrals and coordinate appointments as needed.
• Navigate reimbursement and travel processes.
• Build strong working relationships with physicians, APPs, and administrative partners.
• Effectively support daily operational and administrative needs of the division.

This position is ideal for someone who enjoys supporting leaders behind the scenes, thrives in an organized environment, and takes pride in anticipating needs and keeping operations running smoothly.