Administrative Services Coordinator - Iowa Lions Eye Bank
Position Responsibilities:
· Maintain effective working relationships with and serve as primary contact for all staff, ILEB partners, surgeons, vendors, courier services, and other constituents; serve as liaison with BioVentures Center staff and management.
· Manage reception desk duties and inquiries from the general public; answer phone calls and in-person inquiries to ILEB, addressing concerns or directing questions to designated parties as appropriate.
· Initiate and process standard forms and other documents such as supply orders, vouchers, invoices, and contract renewal requests.
· Compose and manage correspondence to cornea donor families, financial donors, hospitals and surgery centers, and other partners/constituents within established guidelines.
· Address miscellaneous internal and external requests directed to ILEB in a timely, professional and efficient manner, exercising discretion and judgment in providing confidential information to appropriate parties.
· Maintain informational lists and databases as needed.
· Manage and coordinate ordering of office supplies, printing, and other materials.
· Sort, distribute, and process incoming and outgoing mail and other deliveries.
· Demonstrate an ability to execute administrative tasks/decisions independently, effectively, and efficiently in support of individuals and/or teams.
· Oversee Lions Club tissue transport applications; keep transport logs.
· May develop and revise departmental informational materials for distribution on behalf of senior leadership.
· Maintain records, obtain data, and prepare routine and special-request reports.
· Perform other duties assigned.
EVENT PLANNING SUPPORT
· Manage itineraries and travel arrangements for senior leadership and other staff as needed.
· Coordinate and/or assist with various events including scheduling rooms, ordering food, sending invitations, etc., according to pre-determined guidelines or standards.
· Assist with scheduling for senior leadership and meetings as needed, utilizing judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments and synthesizing multiple electronic calendar systems.
FINANCIAL AND HUMAN RESOURCES SUPPORT
· Track and monitor certain expenditures, notifying management and ILEB Accounting of status/concerns.
· Receive and record checks and distribute to University Shared Services and UI Center for Advancement.
· Provide assistance with pre-boarding and onboarding new staff.
· Monitor packing slips and invoices.
CLINICAL SUPPORT
· Enter tissue requests into iTransplant database.
· Compose and manage related communications including patient outcome letters, donor/tissue-related documents, monthly surgeon follow-up requests, emails, mailings, and other materials requiring a high level of confidentiality, attention to detail, excellent organizational skills and effective written, verbal and interpersonal communication skills.
· Coordinate receipt of and storage/archiving of medical records.
· Assist with quality and compliance audits as needed.
· Assist in the coordination/preparation/implementation of strategic plans in support of the eye bank, staff, and medical director(s).
University of Iowa Health Care—recognized as one of the best hospitals in the United States—is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives.®
Percent of Time: 100%
Location: Iowa Lions Eye Bank - Coralville, IA
Pay Level: 2B - Professional and Scientific Pay Structures | University Human Resources - The University of Iowa
Required Qualifications
• Bachelor’s degree in Business Administration or related field, or an equivalent combination of education and experience.
• Minimum 6 months to 1 year experience working in an administrative position with high volume inquiries (phone, e-mail, in-person) utilizing strong, professional customer service and multitasking skills.
• Ability to anticipate needs, problems and potential issues and use judgment, foresight and problem-solving skills to troubleshoot, recommend and implement solutions.
• Demonstrate careful attention to detail and accuracy, strong organizational skills and ability to handle multiple tasks quickly and effectively, proactively establish priorities and meet deadlines.
• Excellent written and verbal communication skills required including ability to compose communications and grammatically correct documents in a concise, logical, and organized manner.
• Proficient in computer software applications including Microsoft Office Programs.
• Valid US driver’s license and eligibility to operate motor vehicles under university standards.
Desired Qualifications
• Three years+ administrative support experience in a healthcare and collegiate setting.
• Three years+ support experience with multiple calendar and scheduling management.
• Experience planning and/or organizing meetings and group events.
• Experience with purchasing and receiving of resources & supplies.
• Knowledge of University of Iowa policies and procedures.
POSITION & APPLICATION DETAILS
In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission:
· Resume
· Cover Letter
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. This position is not eligible for University sponsorship for employment authorization.
For additional questions, please contact Maria Lugo, HR Generalist, at Maria-lugo@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.
