Job Description

Administrative Assistant – Plastic Surgery (Onsite)

Location: Emerson Hall
Schedule: Monday–Friday | 8:00 AM – 4:30 PM

The Administrative Assistant provides essential administrative and operational support to the Plastic Surgery team. This role is responsible for managing daily clinic activities, supporting patient scheduling and communication, and ensuring a smooth and professional experience for patients and staff. This is an onsite position in a fast-paced, team-oriented environment.

Key Responsibilities

• Prepare clinic for daily operations, ensuring readiness for patient visits
• Manage incoming calls, schedule and cancel appointments, and address patient inquiries
• Coordinate patient communication, including appointment reminders and follow-ups
• Process electronic faxes (eFax) and maintain referral tracking logs
• Generate and send patient correspondence, including no-show letters
• Provide patients with appointment details and instructions
• Support administrative needs such as calendar management, meeting coordination, and general office tasks
• Collaborate with multiple departments to ensure continuity of care and efficient workflow

Benchmarks for Success

• 3 Months: Independently manage phones, scheduling, faxing, cancellations, and patient communication
• 6 Months: Demonstrate strong knowledge of resources and workflows; assist in guiding patients and supporting team needs
• 12 Months: Fully independent and proficient across all administrative and operational responsibilities

Skills for Success

• Strong customer service mindset with a compassionate and patient-focused approach
• Proactive problem-solving skills and ability to take initiative
• Ability to go above and beyond to find answers and support patients and team members
• Strong organizational and multitasking abilities
• Effective communication and teamwork skills
• Medical or healthcare experience preferred

Minimum Qualifications

• High School Diploma or GED required
• Requires 0–3+ years of relevant administrative experience (healthcare preferred)
• Experience working in a complex or matrixed environment is a plus
• Basic proficiency in Microsoft Office (Word, Excel, PowerPoint) required

Onboarding & Training

• 4-week structured onboarding program
• Combination of mentor-led training and web-based learning to support successful transition into the role

Culture

Our team fosters a professional, collaborative, and friendly environment where team members are supported, valued, and encouraged to grow.

• 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.