Admin Services Coordinator
Position Summary
The Administrative Services Coordinator (ASC) functions as administrative support to the Department of Cardiothoracic Surgery faculty members. Primary duties include supporting operations and planning activities and ensuring timely flow of information to and from faculty to internal and external colleagues and constituents. The ASC may be tasked with specific projects related to the work of the faculty they support and should be proficient with details, timelines, and meeting expectations. The ASC will support the corporate mission, vision, and values of the Department of Cardiothoracic Surgery. Ability to be flexible and approach workload with collaboration and teamwork is essential. A high level of professionalism, confidentiality, independent judgment, and inclusion is necessary in this position. Supervision of this individual will be from the Clinical Department Administrator.
Position Responsibilities
- Provide all aspects of high level, confidential, administrative support to faculty, which includes financial, strategic, personnel, and other highly sensitive information.
- Develop and maintain physical and electronic filing systems.
- Processes requisitions.
- Coordinate preparation and distribution of standard reports.
- Departmental liaison for internal and external partners in the interpretation of policies, procedures, and projects.
- Responsible for full appointment/reappointment processes for all clinical adjunct faculty.
- Responsible for the credentialing process for all clinical adjunct faculty.
- Assist with reviewing and submitting relocation and recruitment expenses in partnership with Departmental Human Resources.
- Collaborate with Departmental Finance teams to monitor Department spending in a variety of contexts (welcome evening for trainees, annual holiday dinner event, divisional events, etc).
- Execute workload needed to facilitate strategic planning and forward progress of plans throughout the Department of Cardiothoracic Surgery.
- Provide back-up OR scheduling throughout the Department of Cardiothoracic Surgery.
- Prepare patient satisfaction reports, review patient comments, and disseminate to appropriate faculty, Division Directors, and administrative leadership.
- Prepare presentations and talking points for faculty in relation to departmental, academic, and organizational priorities.
- Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
- Respond to internal and external requests concerning Department services and personnel.
- Prepare agendas and identifies meeting participants.
- Collect, prepare, and distribute briefing materials.
- Ensure appropriate follow-up actions are taken.
- Initiate subsequent follow-up meetings and communication for key stakeholders across the mission elements.
- Independently draft complex correspondence and communications to both internal and external recipients on a variety of topics as needed.
- May perform other duties as assigned.
Department Summary: The UI Department of Cardiothoracic Surgery is committed to saving lives – and improving our patients’ quality of life– through excellent surgical techniques and extraordinary patient care. Our surgeons and medical professionals address a wide variety of complex medical issues. Our specialists provide critical surgical support among comprehensive, multidisciplinary teams.
Percent of Time: 100%
Schedule: 7:30am – 4:30pm or 8:00am – 5:00pm. Hybrid/remote work available one day/week.
Location: UIHC Main campus
Pay Grade: 2B https://hr.uiowa.edu/pay/pay-plans/professional-and-scientific-pay-structure-b
This position is eligible for hybrid work within Iowa and will require a work arrangement form to be completed upon the start of your employment. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location.
Required Qualifications:
- A bachelor’s degree or an equivalent combination of education and experience is required.
- 1 to 2 years recent and relevant administrative experience supporting executives or leaders in a large organization.
- Experience working independently to manage multiple projects and programs at a time. Ability to assess priorities and set/achieve goals.
- Excellent written and verbal communication skills. Ability to independently draft correspondence at an executive level. Ability to collaborate and communicate professionally to a variety of audiences.
- Professional job-related experience fostering or promoting a welcoming and respectful work/academic environment where people of all backgrounds and perspectives feel welcomed and appreciated; or demonstrated the ability to do so.
- Proficiency in Microsoft office programs including Excel, Power Point, Office, and Word.
- Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
- Strong attention to detail and the ability to meet tight deadlines in situations both complex and sensitive in nature.
- Availability and flexibility to work outside of regular business hours as needed.
Desired Qualifications:
- Knowledge of University of Iowa policies, procedures, IT services and standards.
- Demonstrated experience developing, writing, and editing engaging content for social media and online platforms.
- Experience using healthcare software and database systems to track compliance.
- Previous experience in academic medicine administration or support.
Position and Application Details:
In order to be considered for an interview, applicants must upload the following documents and mark them as required to the submission:
- Resume
- Cover Letter
Job openings are posted for a minimum of 14 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check. This position is not eligible for University sponsorship for employment authorization.
Please contact caroline-smith-1@uiowa.edu with any questions.
Equal opportunity/affirmative action employer
The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, gender identity, or associational preferences.
Persons with disabilities who need assistance or accommodations with the application or interview process may contact University Human Resources/Faculty and Staff Disability Services, (319) 335-2660 or fsds@uiowa.edu. For jobs in UI Health care, please contact UI Health care Leave & Disability Administration at 319-356-7543.
