Admin Services Coordinator - Peds Urology

The University of Iowa Hospitals & Clinics Department of Urology is ready to welcome a congenial and versatile Administrative Services Coordinator to provide administrative support activities for the Division of Pediatric Urology. Demonstrates excellent interpersonal communication skills and ability to interact with internal and external constituents while facilitating a positive atmosphere.   Responsible for scheduling, coordinating, performing, and monitoring various administrative activities for a growing division, supporting assigned faculty (e.g., travel arrangements, meetings, etc.), triaging patient calls in a professional manner, and contributing as an active team member.

This position is eligible for a combination of on-campus (UIHC) and remote work. Remote work must be performed at an offsite location within the state of Iowa. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location. Work arrangement options will be discussed during the hiring process.

 Duties to include:

• Coordinate surgery scheduling activities in all perioperative locations for the Division of Pediatric Urology.  Schedule, cancel or reschedule operative cases utilizing departments scheduling management system and guidelines.  Liaise with patients, faculty, administrative or nursing support teams, and OR central scheduling regarding block changes, additional time requests, etc.
• Communicate surgical schedule changes to the patient, staff physician, clerical support team, nursing support team, anesthesia team and surgery administration team.
• Maintain effective working relationships with and serve as contact to department members, faculty, staff, students, and the public.
• Compose and manage communications including letters, patient correspondence, emails, and mailings, requiring a high level of confidentiality, attention to detail, excellent organizational skills and effective written, verbal, and interpersonal communication skills.
• Manage complex clinical schedules requiring judgment in determining meeting requirements and preferences, discretion related to calendar activities, prioritization of appointments and synthesizing multiple electronic calendar systems.
• Provide telephone and reception coverage, responding to visitor, faculty, staff, and patient inquiries, demonstrating a knowledge of the assigned and related work areas; obtain and provide information; forward inquiries appropriately.
• Make travel arrangements for faculty and staff, including hotel reservations, conference registrations, airfare, coordinating, planning, and interpreting policies and procedures; prepares and submits travel request forms and expense vouchers
• Reconcile monthly P-card statements in compliance with Accounts Payable office guidelines
• Serve as a member of the Department of Urology administrative support team and provide backup coverage to other members during absences.
• Other duties and responsibilities as assigned.