Admin Services Coordinator - Dept of Surgery - Burn Treatment Center

This position functions as the administrative support person for the Burn Center Director, faculty, APPs, and residents for the Division of Acute Care Surgery (ACS), Burn Unit 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 high-volume, fast-paced environment. Staff member will engage in occasional contact with UI Health Care, the University of Iowa, and CCOM administration. Exercise independent judgement and recognize the need for a high level of confidentiality. 

• Support the daily operations of ACS Burn faculty, residents, APPs, and Burn Center Director. Demonstrates extensive proficiency in carrying out ongoing office administration tasks effectively in support of a large, complex office.
• Manage schedule/calendars for ACS Burn faculty, residents, APPs, and Burn Center Director including confidential meetings which are complex in nature, requiring coordination and discretion of calendar activities and prioritization of appointments including call schedule, and coordinating with clinical staff for clinical obligations. Monitor daily and/or weekly schedules for last-minute changes, such as emergent OR cases.
• Manage multiple concurrent objectives, project groups, and activities, making effective judgements as to prioritizing and time allocation. Demonstrate use of problem-solving skills and display a high attention to detail. Support the daily operation of the office, project, or program.
• Provide assistance and guidance as requested to faculty members on policies and procedures.
• Manage correspondence, organize documents, and maintain files.
• Answer telephones, take messages, and route calls to applicable staff.
• Serve as the primary contact for ACS Burn Unit inquiries and/or requests.
• Open, distribute, and process divisional mail; compose and send correspondence and in-person communication to answer questions and inquiries or refer to appropriate other areas for assistance.
• With Burn Center Director, manage coordination of multiple concurrent objectives, project groups, and activities (PIQA, 8JC UPC, Burn Sparks, Burn Journal Club, and multiple Burn and M&M conferences). Act as main division contact for speakers, meeting agendas, CME attendance, and minutes for these events.
• Step into a leadership role to carry out administration tasks independently, effectively, and efficiently in support of individuals, teams and/or units.
• Demonstrate working knowledge of and ability to apply communication techniques (including listening skills) and relationship building skills to work with a variety of individual and groups in a constructive and collaborative manner. Demonstrate excellent oral and written communications skills; ability to effectively transmit, receive, and interpret ideas, information, and needs through appropriate communication methods and behaviors at a working proficiency level. 
• Adjust and adapt to new changing assignments, processes, people, and priorities as organizational needs dictate.
• Manage division usage of Qgenda, including coordination of institutional partners in continuing integration of Qgenda with other existing platforms.
• Maintain faculty credentials and UIHC web profiles.
• Backup coverage for other divisional secretaries during absences.
• Participate in the interview process for new support staff. Provide orientation and training for new support staff hires into the Department of Surgery. 
• Initiate purchasing requests of supplies for ACS Burn faculty and staff. Reconcile and manage P-Card monthly and ensure all expenses are accounted for. Monitor expenditures with the faculty’s professional development funds, ensuring they don’t go over their allotment.
• Process faculty requests for reimbursement of travel expenses, along with any additional out of pocket expenses they may incur. Coordinate travel, including flight arrangements, hotel reservations, car rental, and meeting registrations.
• Assist in the coordination/preparation of Burn conferences and meetings that are complex and require excellent communication between teams both within and outside of the Department of Surgery. Requires close attention to detail and efficiency to maintain numerous concurrent events.
• Manage and distribute resident block meeting calendar.
• 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.
• Point of contact for patients, employers, or insurance agencies that have questions or concerns regarding patient paperwork.
• Gather information so faculty and staff that attend conferences earn CME credits. Coordinate with CCOM staff to provide appropriate documentation to have conferences approved to be CME eligible. 
• Review office procedures, routines, and make recommendations for revisions or initiation of new procedures.
• Gather and provide information using available resources.
• Distribute resident welcome information. Assist with orientation and scheduling.
• Research information to ensure accuracy of internal and external communications.
• Other duties as assigned.

Percent of Time:  100%

Schedule:  Monday through Friday, 8:00 am to 5:00 pm

Location:  UIHC 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: UIHC Benefits.