Admin Services Coordinator - OBGYN
The University of Iowa Department of Obstetrics and Gynecology is seeking a 50% Admin Services Coordinator. The coordinator will provide executive level administrative support for the Reproductive Endocrinology and Infertility division director and division faculty. The coordinator is responsible for performing complex administrative and financial assistance requiring contact with deans, directors, department heads, upper-level executives, public and private officials. This position requires a high level of independent thinking, judgment, and the ability to prioritize.
Position Responsibilities:
- Maintain effective working relationships with and serve as a primary contact for the Reproductive Endocrinology and Infertility Division
- Proactively manage physician, APP and fellow clinical schedules in QGenda / Epic Teamwork
- Manage complex schedules, requiring judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments and synthesizing multiple electronic calendar systems.
- Make decisions and exercise a high level of autonomy while providing administrative/operational support and management
- Evaluate request and exercise discretion and judgement in providing confidential information to appropriate parties
- Collect and compile information for reports and various communications, requiring informational searches and a knowledge of the operations of both the assigned and related work areas
- Manage data to design specialized reports, spreadsheets and presentations in response to multiple requests; create, maintain and update records and information and databases related to various division activities
- Work collaboratively with multidisciplinary teams in the Department of OBGYN to support, maintain, and drive quality/performance improvement initiatives
Assist with travel arrangements, ELMS, purchasing supplies, handling correspondence and meeting minutes
- Process payments on purchasing card for items such as memberships, subscriptions, medical licenses and/or certifications, as approved
- Assist in the hiring and onboarding process for Faculty and APP’s in conjunction with HR Manager
- Support continuing medical education and general education activities, such as conference registration, lectures, teachings, etc.
- Establish programs that improve functionality and support the division’s objectives
- Other duties as assigned
Required Qualifications:
- Bachelor’s degree in Business Administration or related field, or an equivalent combination of education and experience
- 1 - 3 years of experience in an administrative support role for academic medical faculty and leadership
- Proficient in Microsoft Office suite (Word, Excel, Power Point, Outlook)
- Working knowledge of web-based tools, databases, and internet searches
- Superior written, verbal, and interpersonal communication skills
- Demonstrated experience in providing superior customer service in an academic environment
- Demonstrated exceptional attention to detail, planning, and follow-up skills
Demonstrated independent thinking skills to develop alternative solutions and solve problems
- Ability to initiate and take independent action while working as part of a team
- Ability to proactively establish priorities and meet deadlines
Desired Qualifications:
- Knowledge of University of Iowa Policies and Procedures
- Experience with Epic
- Experience with Qgenda / Epic Teamwork
- Ability to communicate effectively with staff, students, and the public
- Ability to make decisions requiring interpretation and judgment
- Ability to follow oral and written instructions and interpret institutional and other policies accurately
- Ability to gather, analyze and display data in appropriate format and keep accurate records
Knowledge of medical terminology
Position and Application Details:
In order to be considered for an interview, applicants must upload a cover letter and resume and mark them as a relevant file to the submission.
- Job openings are posted for a minimum of 7 calendar days and may be removed from posting and filled any time after the original 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 Cassie Burrill at cassie-burrill@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.
