Admin Services Coordinator - Dept of Surgery - Acute Care Surgery
This position functions as the administrative support person for the Division of Acute Care Surgery within the Department of Surgery. Demonstrates 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. Exercise independent judgment and recognize the need for a high level of confidentiality.
- Provide administrative support for the daily operations of the Division of Acute Care Surgery.
- Manage schedules and calendars for ACS faculty, residents, and staff, including coordination of complex call schedules, clinical duties, and confidential meetings.
- 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 primary contact for inquiries from patients, faculty, and staff; respond to questions or appropriately redirect inquiries.
- Apply working knowledge of operational processes to manage multiple concurrent objectives, project groups, and timelines with high attention to detail.
- Provide backup coverage for other divisional secretaries during absences.
- Support the coordination of strategic planning processes and meeting deliverables; establish and maintain timelines; remind contributors of deadlines and assist with editing and submission of materials.
- Review office procedures and make recommendations for improvement or the development of new procedures.
- Maintain and order supplies for the division, ensuring timely distribution and inventory oversight.
- Monitor accounts and expenditures; initiate and track purchasing and financial transactions in alignment with departmental and university guidelines.
- Initiate HR transactions at the request of others and provide basic guidance and information related to HR policies and procedures.
- Demonstrate excellent oral and written communication skills, ensuring accurate and professional correspondence.
- Maintain effective communication with internal 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
Benefit Highlights:
- Regular salaried position located in Iowa City, Iowa.
- Fringe benefit package including paid vacation; sick leave; health, dental, life, and disability insurance options; and generous employer contributions into retirement plans. For more information on benefits, please visit: UI Health Care Benefits.
Required Qualifications:
- A bachelor's degree or an equivalent combination of education and experience.
- Minimum of 1 year of administrative experience supporting the daily operations of an office in a healthcare setting.
- 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 both work independently and respectfully collaborate with a team.
- Demonstrates 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.
Highly Desired Qualifications:
- Previous experience working with university accounting, P-Card, and travel systems as well as billing and payment tracking.
- 3+ years of related administrative or program experience supporting the daily operations of an office in a healthcare setting.
- Demonstrated experience working with confidential projects using discretion and independent judgement.
Desired Qualifications:
- 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
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 references will be requested at a later step in the recruitment process. This position is not eligible for University sponsorship for employment authorization. For additional questions, please contact Katie Pontious-Vanhxay at (319) 384-6144 or Katie-Pontious-Vanhxay@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.
