Admin Services Coordinator -Department of Surgery
The University of Iowa Health Care Department of Surgery is seeking two Admin Services Coordinator to provide administrative support for the daily operations of the department. This position will be responsible for schedules/calendars, coordinating travel, and acting as primary point of contact with patients/family, faculty, and staff.
The ideal candidate will exercise independent judgement, recognize the need for a high level of confidentiality, and demonstrate excellent interpersonal skills while facilitating a positive atmosphere in a highly visible, fast-paced environment. They will demonstrate excellent interpersonal skills and ability to interact with internal and external constituents while facilitating a positive atmosphere in a highly visible, fast-paced environment. Staff member will engage in occasional contact with UI Health Care, the University of Iowa, and CCOM administration.
Job Duties Include:
• Manage the daily operations of the Division’s faculty members.
• Manage schedules and calendars for division faculty, residents, and staff, including confidential meetings which are complex in nature.
• Schedule internal and external meetings, conferences, and events; prepare and distribute agendas; record attendance and prepare detailed minutes.
• Coordinate and manage faculty travel logistics, including registration, airfare, lodging and reimbursements; reconcile and manage P-card for related purchases.
• Evaluate and prioritize requests, exercising discretion and judgment when providing confidential information to appropriate parties.
• Serve as the primary contact for inquiries from patients, faculty and staff; respond to questions or appropriately redirect inquiries.
• Manage coordination of specialized projects, activities, and events, appropriateness of expenditures, contract requirements, and changes in policies and procedures. Track projects and deadlines for division faculty and APP staff.
• Manage requests from outside attorneys who need to meet with division faculty.
• Manage CME setup and tracking for accredited meetings.
• Manage division usage of Qgenda, including coordination of institutional partners in continuing integration of Qgenda with other existing platforms.
• Initiate HR transactions at the request of others and provide basic guidance and information related to HR policies and procedures
• Participate in the interview process for new support staff and assist during the orientation and training of new support staff hires into the Department of Surgery divisions.
• Initiate purchasing requests of supplies for Division of Gastrointestinal Surgery faculty and staff.
• Monitor accounts and expenditures; initiate and track purchasing and financial transactions in alignment with departmental and university guidelines.
• Establish project and submission timelines, remind contributors regularly, and work to meet deadlines, edit, and proof.
• Serve as patient contact for information regarding FMLA and short-term disability paperwork and serve as point of contact for patients, employers, or insurance agencies that have questions or concerns regarding patient paperwork.
• Review office procedures, routines, and make recommendations for revisions or initiation of new procedures.
• Provide backup coverage for other divisional secretaries during absences.
• Maintain effective communication with interna and external constituents to support a collaborative work environment.
Percent of Time: 100%
Schedule: Monday through Friday, 8:00 am to 5:00 pm
Location: UI Health Care Medical Center University Campus
Pay Grade: 2B – https://hr.uiowa.edu/pay/pay-plans
The University of Iowa Health Care Medical Center—recognized as one of the best hospitals in the United States—is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives. ®
Required Qualifications:
A bachelor's degree or an equivalent combination of education and experience.
Minimum 1-year administrative experience supporting the daily operations of an office.
Excellent written and verbal communication skills, including experience or capacity to demonstrate positive interpersonal skills with difficult personalities and with members of all levels of the organization, develop and maintain collaborative working relationships, and the ability to manage small and large group interactions.
Ability to work both independently and respectfully collaborate with a team.
Exceptional organizational skills, accuracy, and attention to detail, showing the ability to handle multiple tasks, establish priorities, and meet tight deadlines in situations both complex and sensitive in nature.
Demonstrates proficiency in use of Microsoft Office applications including Outlook, Access, PowerPoint, Excel, Teams, and Word.
Ability to compose communications and grammatically correct documents in a concise, logical, and organized manner.
Demonstrates initiative and a proactive approach to problem solving and prioritization of work tasks.
Desired Qualifications:
3+ years related administrative or program experience supporting the daily operations of an office in a health care setting.
Previous experience working with university accounting, P-Card, and travel systems as well as billing and payment tracking.
Demonstrated experience working with confidential projects using discretion and independent judgement.
Knowledge of University policies, procedures, regulations, and guidelines as well as familiarity with UI Health Care entities and functions.
Application Process: In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission:
Resume
Cover Letter
Job openings are posted for a minimum of 7 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 and credential/education verification. Up to 5 professional references will be requested at a later step in the recruitment process.
For additional questions, please contact kiley-skay@uiowa.edu
Equal opportunity employer
The University of Iowa is an equal opportunity 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, 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.
