Administrative Services Coordinator - Children's Perioperative Services

The Stead Family Children’s Hospital Department of Perioperative Services is seeking an Administrative Services Coordinator to provide executive level administrative support by performing complex administrative and financial work involving recurring contact with deans, directors, department heads and public and private officials. This position requires a high level of autonomy, including critical thinking skills, planning, organizing and monitoring daily activities.

Duties to include:

Operational Support and Management

• Manage complex schedules for high-level administrators (Senior Associate Director, and all physicians working within the POD and Surgical Services areas) requiring judgment in determining meeting needs, discretion of calendar activities and prioritization of appointments.  In addition, will monitor and coordinate calendars for all the Nurse Managers, Assistant Nurse Managers, and Advanced Nurse Practitioners in the Main OR area.
• Serve as the primary contact to coordinate meetings and conferences for the entire Perioperative Services area, and including gathering and synthesizing data, preparing an agenda and assuring that program details and financial transactions are accurate. 
• Serve as primary contact for the development and coordination of all division wide special activities for the Perioperative OR and Surgical Services area, such as but not limited to Nurses Week, Periop Nurses Weeks, National Hospital Week, and employee recognition (physicians, residents, nurses, and merit support staff).
• Compose original correspondence requiring discretion and judgment for the Director, Nursing Service, Perioperative Division.

Human Resources (HR)

• Train, schedule, assign and evaluate work of support staff, including payroll clerks and clerical/secretarial staff for the POD functional areas.
•  May be responsible for Workflow related functions (i.e. human resources, financial electronic transaction routing).
• Review, revise and develop office policies and procedures.
• Serve as the primary contact for approving and monitoring FMLA leave of absence actions for all non-physician/resident P&S nursing and merit support staff in the POD and Surgical Services areas
• Serve as primary contact for receiving Form 5 (Professional Behavior Violation Report) complaints from staff, coordinating investigations, working with the appropriate individuals on resolutions, and ensuring timely responses.
• Serve as Perioperative and Surgical Services security officer working in conjunction with UIHC Security Department to oversee all security devices (including video surveillance); and review of credentialing for the approval/revocation of staff access into the secured OR suite area.

Financial Responsibility

• Participate in division-wide budget preparation including calculation of projected costs and expenses.
• Monitor departmental account expenditures, identify irregularities and recommend corrective action, including the Perioperative Services educational funds, P-card purchases, and accounts payable.

Strategic Planning

• Serve as a member of internal and external committees, as directed.

Information Management

• Serve as primary contact for gathering initial information and determining a final resolution, or determining the appropriate level of management action, for broad based confidential inquiries from families, vendors, other departments, and/or staff-related issues affecting the Perioperative Services areas as a whole.
• Collect, tabulate and analyze data to prepare periodic and special reports.

Communications Management

• Evaluate requests and exercise discretion and judgment in providing confidential information to appropriate parties.
• Develop and revise departmental informational materials for distribution, such PPT’s, POD educational pamphlets, and posters for staff development, career day events and other presentations for the division.
• Serve as primary contact for determining assignment of Perioperative Services owned equipment and locker room facilities for all interdisciplinary groups.
• Serve as primary contact for developmental and administrative assistance and expertise for educational, service and/or health care programs.

Percent of Time: 100%

Pay Grade: 2B - https://hr.uiowa.edu/pay/pay-plans/professional-and-scientific-pay-structure

Benefits 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

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