Administrative Services Coordinator - Ophthalmology

The University of Iowa Hospitals and Clinics, Department of & Visual Sciences is seeking a 100% Administrative Services Coordinator – Retina (PAA1; 2B). The Administrative Services Coordinator (ASC) – Retina serves as the liaison between patients and the Retina-Vitreous Specialty Service while collaborating with external resources to manage patients requiring complex vitreoretinal surgical procedures and intraocular tumors. The ASC - Retina assists vitreoretinal surgeons in the Department of Ophthalmology & Visual Sciences, provides complex administrative support for the Retina Fellowship Program, organizes Retina Fellowship for the service with four, 2-year fellows and one to two, 1-year fellow(s) recruitment/placement, and oversees the fellowship process from beginning to end. This position also performs complex administrative and financial assistance for retina research and grants, requiring contact with directors, department heads, upper level executives, public and private officials, along with the general public, patients/families, faculty, and staff and assists with obtaining imaging and medical records for patients with complex retinal tumors and/or additional patient populations to ensure that information is available for physicians to provide excellent patient care. 

POSITION RESPONSIBILITIES

• Maintain effective working relationships with and serve as primary contact for the Retina-Vitreous Specialty service, faculty, staff, students, donors and the public concerning inquiries or complaints requiring interpretation of policies, procedures and programs for the department.
• Evaluate requests and exercise discretion and judgment in providing confidential information to appropriate parties.
• Serve as primary contact for development, administrative assistance, and expertise for Retina-Vitreous fellowship, educational, research, community/ regional/ statewide/ national organizations, service, and health care programs and conferences.
• Organize Retina Fellowship for the service with four, 2-year fellows and one to two, 1-year fellow(s) recruitment/placement. Oversee the fellowship process from beginning to end in consultation with retina service leadership and fellowship program director(s).
• Obtain and synthesize data, prepare agendas and manage the Retina-Vitreous specialty details; review and approve financial transactions; coordinate meetings, site visits, monthly forums, teleconferences and videoconferences and special events.
• Compose and manage related communications including licensure, letters, referring provider correspondence, patient correspondence, emails, posters and mailings, requiring a high level of confidentiality, attention to detail, excellent organizational skills and effective written, verbal and interpersonal communication skills.
• Manage complex schedules for Retina-Vitreous Faculty, Fellows, and Residents, requiring judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments and synthesizing multiple electronic calendar systems; manage itineraries and travel arrangements for Retina-Vitreous Specialty, and other visitors.
• Develops an understanding of accounts and expenses, direct and indirect costs, while managing Retina-Vitreous costs.
• Coordinate and/or assist with Retina-Vitreous educational, clinical, research and fundraising events; participate on committees.
• Ability to step into a leadership role to carry out administration tasks/decisions independently, effectively, and efficiently in support of individuals, and/or teams.
• Exercise knowledge of faculty HR policies and procedures in order to provide basic initial guidance.
• Provide assistance for onboarding of new Retina-Vitreous Faculty, Fellow, resident members.
• Develop and revise Retina-Vitreous Specialty Departmental informational materials for distribution.
• Obtain, tabulate and analyze data to prepare periodic and special reports.
• Obtain, coordinate and distribute information on behalf of Retina-Vitreous Specialty.
• Serve as member of internal and external committees and workgroups, as directed.
• Obtain surgical and clinical metrics; prepare reports for service analysis.
• Serve as a backup member for the ophthalmology administration team to provide backup coverage to other members during absences.
• May assist in the coordination/preparation/implementation of strategic plans in support of the Retina-Vitreous Faculty, administrative suite, staff, and learners.
• May assist front line staff and technicians with direct patient care related tasks including, but not limited to, ordering supplies, etc. May serve a clinic hall monitor on assigned clinic days and/or as needed.
• Perform other duties as assigned.

University of Iowa Hospitals & Clinics—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%

Schedule: Monday - Friday, 8:00a-5:00p

Location: UIHC, Iowa City

Rotations: N/A

Hybrid Within Iowa: This position is eligible for a combination of on-campus and remote work. Remote work must be performed at a location within the state of Iowa and comply with the remote work program and related policies. Work arrangement options will be discussed during the hiring process. A probationary period may be observed before the selected team member begins a hybrid remote work schedule.

Pay Level: 2B