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 requiring judgment in determining meeting needs, discretion of calendar activities and prioritization of appointments
- Collect, tabulate and analyze data to prepare periodic reports
- Coordinate daily divisional operations related to remodeling projects or changing out of equipment. Track when rooms will be open and schedule with the appropriate individuals doing the work
- Coordinate divisional specific staff recognition activities such as specific professional week recognition including but not limited to planning the event(s), tracking expenses, ordering food and give-a-ways and publicizing the event. Submit staffing numbers for hospital-wide events and distribute associated tickets
- Review and make recommendations to the nursing director for recognition opportunities including budget projections and potential return on investment
- Coordinate divisional in-services and annual compliances and competency testing. Provide support to the divisional nursing practice leaders
- Review mandatory compliances and follow-up with nursing leadership to ensure they are signed up for and complete BLS, ACLS, PALS or other mandated training before current certification expires
- Develop and distribute meeting agendas, take minutes at staff meetings and distribute after sessions are held
- Cross coverage from Clerk IV OR scheduler for absences
Human Resources (HR)
- Responsible for assisting with ELMS schedules (reviewing, and publishing)
- Monitor supervisor note sheets and provide support to Nurse Managers for payroll entries
- Role in the attendance initiative: in addition to other ELMS reports, pull unplanned absence report from ELMS, review and evaluate with nursing leadership
- Collaborate with the nursing recruitment team to review divisional recruitment and develop recruitment strategies
- Assist leadership teams with annual performance evaluation tracking as needed/requested
Financial Responsibility
- Monitor account expenditures, identify irregularities, and recommend corrective action
- Review divisional monthly expenditures and provide report to the nursing director on status of expenditures to budget
- Review daily staffing reports, identify reasons for discrepancies and share analysis with nursing director
Strategic Planning
- Contribute ideas and participate in the development of the strategic plan for the Department of Perioperative Services
- Determine data points to be tracked and develop methods to capture the data to measure plan outcomes and results
Information Management
- Develop and revise departmental informational materials for distribution such as educational pamphlets, patient welcome and discharge packets, welcome packets for staff and floats, and Power Point presentations
- Evaluate requests and exercise discretion and judgment in providing confidential information to appropriate parties
- Review, revise and develop office policies and procedures
- Perform position control audits and educate nursing leadership staff
Communications Management
- Perform functions ensuring a high level of customer service, including communication and organizational skills
- Develop and distribute posters for staff development opportunities and recruitment events
- Draft weekly updates to staff. Assist with policy review and revisions
- Assist the nursing director with calendar and coordination of meetings and activities for the division. Support nursing director in preparing agenda’s and supporting information needed for meeting discussion
- Compose draft correspondence for the nursing director requiring discretion and judgment
- Communicate, disseminate and present information to the Perioperative leadership team
Percent of Time: 100%
Pay Grade: 2B - https://hr.uiowa.edu/pay/pay-plans/professional-and-scientific-pay-structure-b
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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Required Qualifications
- Bachelor’s degree in Business Administration or related field or an equivalent combination of education and experience
- 6 months – 1 year recent administrative, office coordination or financial experience
- Excellent verbal, written and interpersonal communication skills
- Proficiency in Microsoft Office suite (Word, Excel, Power Point)
Desirable Qualifications
- Ability to analyze data and critical thinking skills
- Previous experience working in a health care setting
- Previous experience working with service excellence /customer focused environment
- Excellent organizational skills
- Recent experience with scheduling/payroll related activities for nurses and support staff
Application Process: In order to be considered, applicants must upload a resume or CV (under submission relevant materials) that clearly address how they meet the listed required and desired qualifications of this position.
Job openings are posted for a minimum of 14 calendar days.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.
With additional questions, please reach out to Anne Beyerink at anne-phillips@uiowa.edu
Equal opportunity/affirmative action employer
The University of Iowa is an equal opportunity/affirmative action 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, gender identity, 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.
