Administrative Services Coordinator - Perioperative Services
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. ®
Position Specific Summary:
The Administrative Services Coordinator Perioperative Services will provide executive level administrative support. Perform complex administrative and financial work involving recurring contact with deans, directors, department heads and public and private officials.
- Develop and maintain tracking systems for the individual units and divisional roll-up.
- Complete special projects and other administrative responsibilities requiring discretion, independent judgement and a high degree of customer services.
- Position requires a high level of autonomy, including critical thinking skills, planning, organizing and monitoring daily activities.
Responsibilities will include, but are not limited to:
- 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 Clk IV OR scheduler for absences
- Responsible for assisting with ELMS schedules (review, publish)
- Monitor supervisors note sheets and provide support to NM for payroll entries along with staffing clerk
- 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
- 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
- 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
- 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 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
- Manage 16 FTE Clerical Staff for POD
Percent of Time: 100%
Schedule: Day shift Monday-Friday (0800-1630)
Location: General Hospital (GH)
Pay Grade: 2B https://hr.uiowa.edu/professional-pay/classifications-by-pay-level
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
- For more information about Why Iowa?, click HERE!
Education Required:
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Bachelor’s degree in business administration or related field or an equivalent combination of education and experience
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Current (6 months – 1 year) administrative, office coordination or financial experience
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Excellent written and verbal communication skills
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Excellent interpersonal skills. Role models service excellence
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Must be proficient in Microsoft Office suite (Word, Excel, Power Point)
Desirable Qualifications:
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Ability to analyze data and apply critical thinking skills
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Previous experience working in a healthcare setting
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Excellent organizational skills
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Previous experience designing and updating web sites
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Current experience with scheduling/payroll related activities for nurses and support staff
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Experience working with service excellence/ customer focused environment
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Previous experience coordinating education activities/events including knowledge of offering continuing education units (CEU's)
Please attach a resume as part of the application process. Job openings are posted for a minimum of 7 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended. For questions or additional information, please contact Fabiola Orozco at fabiola-orozco@uiowa.edu.
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.
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.
