Admin Services Coordinator - Hospital Administration

The Administrative Services Coordinator serves as first point of contact for Hospital Administration as well as administrative support for one or more executive leaders within the department.  Work as a member of the administrative team providing cross-coverage and back-up support to executives.  Demonstrate excellent interpersonal skills and ability to interact daily with a variety of internal and external stakeholders while facilitating a positive atmosphere.  Exercise independent judgment in obtaining and providing information pertaining to institutional operations, recognizing the need for discretion and a high level of confidentiality and professionalism. The ideal candidate will possess excellent communication and organizational skills, along with a strong ability to manage multiple responsibilities and projects.

Position Responsibilities:

Communications Management

• Serve as first point of contact for Hospital Administration; screens incoming phone calls and callers; answer common questions; triages more complex calls and inquiries to the appropriate person to ensure a prompt response. Provide back-up phone coverage for departmental phone lines.

• Maintain effective and collaborative working relationships with faculty, staff, students, and the public.

• Provide preliminary support for complaints and grievances directed to or received by Hospital Administration and collaboratively partner with Office of the Patient Experience to resolve issues.

• Exercise discretion in obtaining and providing factual and confidential information related to UI Health Care and institutional operations.

• Compose original documents requiring judgment in the application of policies and procedures.  Proofread and edit correspondence, drafts, presentations, reports and other documents for grammar, formatting, and accuracy.  Ensure final versions of correspondence, presentations, reports, and other documents are maintained electronically as required by the requesting executive.

Operational Support and Management

• Serve as a member of the Hospital Administration Executive Support Team and provide cross-coverage and backup support during sick leave/vacation absences.

• Provide limited back-up support for executives, including scheduling meetings, prioritizing appointments, contacts, and other administrative responsibilities. Exercise judgment in determining meeting needs.

• Serve as liaison between Hospital Administration and other stakeholders, including UI Health Care faculty, staff, and administrators; colleagues in the UI Center for Advancement; external partners/vendors, university administration, and the public.

• Arrange meetings, forums, and other events.  Prepare agendas and materials and provide administrative support during selected meetings.

• Receive assignments from senior members of the Hospital Administration executive team.

• Oversee ordering, tracking inventory, receipt, deployment and storage of office and kitchen supplies, as well as other hospitality amenities.

• Perform other duties as assigned.

• Make independent decisions when appropriate and exercise a high level of autonomy while performing administrative support responsibilities for Hospital Administration and executive leaders, including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements.

• Utilizes MS Office Suite programs such as Outlook, Word, Power Point, and Excel for data and communications.

• Act as main point of contact for hospital administration copy room and equipment.  Troubleshoot issues, initiate service requests, order supplies and reconcile billing.

• Manage hospital administration conference rooms.  Assist with AV setup and support.

• Gather information and respond to inquiries and provide resources.

• Serve as primary contact for building maintenance and facilities management issues.

• Receive, sort, and distribute mail (including packages).

• Coordinate administrator on-call scheduling, including collaborating with hospital operators to provide upcoming schedules, as well as communicating any changes to coverage or last minute substitutions.  Ensure on-call calendar is maintained with up-to-date information.

• Make travel arrangements as requested by executive.

• ELMs duties – send reminders to staff and create schedules as required.

• Pcard administration –Help executive department personnel with administratively maintaining certifications, ordering approved webinars, resources, etc.

• HCIS equipment – Be the point of contact to assist in ordering computer equipment for the department and maintain current inventory.

• Assist with electronic file management as requested including archiving compliance records, filing completed contracts e.g. business associate agreements.

• Assist with individual reminder emails to staff regarding compliance issues such as HIPAA reminders

Information Management

• Handle phone calls, greet and direct faculty, staff, and other visitors.  Answer multi-line telephone; handle or refer calls to the appropriate individual or area. 

• Open, sort and prioritize mail.  Handle confidential materials with discretion. 

• Forward / triage faxes that come into the Hospital Administration Fax email.

• Create and maintain departmental informational and communication materials, including mass mailings (paper and e-mail).

• Maintain department and administration contact information

• Review and validate reports at direction of supervisor. 

• Maintain confidentiality in all aspects of role and responsibilities at all times.

Human Resources (HR)

• May assist or support with departmental onboarding of student employees and interns

• Regularly review and make recommendations for revising and/or further developing office policies and procedures.

• Participate in cross-training & development of back-up support.

Financial Responsibility

• Initiate purchase requests for the department, including office supplies, equipment, publications, training materials, association dues, webinars, etc.

• Manage the office procurement card purchasing card, reconcile expenditures monthly. 

• Initiates Purchase Orders, P-Requisitions, e-Deposits, and Travel Expense Vouchers as needed.

• Coordinate office and hospital store inventory, ordering and restocking