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.
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.
Indiana University Health is Indiana’s most comprehensive health system, with 15 hospitals and nearly 40,000 team members serving Hoosiers across the state. We’re looking for team members who are inspired by challenging and meaningful work for the good of every patient. People who are compassionate and serve with a purpose. People who aspire to excellence every day.
