Administrative Services Coordinator-Pharmacy
Join Our Team at the University of Iowa Health Care!
The University of Iowa Health Care, Department of Pharmaceutical Care, is seeking a full-time Administrative Services Coordinator to join our team.
The Administrative Services Coordinator functions as administrative support to the Department of Pharmaceutical Care by providing administrative services through the coordination and support of operations. Responsibilities include answering phone calls, responding to visitors and employee inquiries, personnel file maintenance, general administrative duties and other tasks, as assigned. The coordinator may be tasked with specific projects related to the work of the faculty and departmental leaders they support and should be proficient with details, timelines, and meeting expectations. The coordinator will support the corporate mission, vision, and values of the Department of Pharmaceutical Care. Ability to be flexible and approach workload with collaboration and teamwork is essential. Professional experience working effectively with individuals from a variety of backgrounds and perspectives.
Job Responsibilities:
Public Contact/Customer Service
First line of customer contact for all customers seeking services from the Department to include in-person visits and phone calls, greeting and assisting the public, patients, students, faculty and/or staff as needed and provides information in a courteous manner.
Support daily operations including coordination of specialized events/conferences, interviews, and activities, appropriateness of expenditures, and changes in practices or procedures.
Provide all aspects of high level, confidential, administrative support to faculty, staff, and students which includes financial, strategic, personnel, and other highly sensitive information.
Prepare and administer correspondence.
Serve as liaison to faculty, staff, students, alumni and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs.
May serve as primary contact for building maintenance and facilities management.
Administration Support - Provide administrative support which includes, but is not limited to the following:
Make decisions and exercise a high level of autonomy while typically performing administrative support/ management responsibilities for departmental leaders including managing schedules, correspondence, and travel arrangements.
Overseeing main office operations.
Providing administrative support to pharmacy department leadership with scheduling and managing calendars for meetings and interviews.
Initiate purchases request for office supplies, equipment, and printing while maintaining adequate levels of on-hand supplies.
Issuing parking passes to interview candidates.
Generate reports and gather information to verify, cross reference, and disseminate information.
Ensuring compliance with FedEx tracking reports.
Assign security access and biometrics to new personnel and existing personnel with updated or new badges.
Maintaining paper and electronic files and updating systems and records as necessary.
Maintain Pharmacy fax queue and general email inbox.
Receive, sort , and process departmental mail.
Cash handling, deposit processing.
Other duties as assigned.
Compliance
Maintain records of licensure and registration status of the professional staff of the Department of Pharmaceutical Care and enter into HR systems.
Contact Board of Pharmacy as necessary with problems/questions.
Oversee the maintenance of agency/department human resources files and ensure that information is retained according to state/federal laws, rules and regulations.
Data Integrity
Maintain, input and ensure integrity of data and records to the compliance and recruitment function within the HRIS system.
Audit information as necessary for HRIS system and other systems to ensure accuracy of information.
Typically, is the primary contact for the project, program, unit, department, or college/division by providing information and responding to inquiries.
Gather and provide information using available resources.
Quality / Process Improvement
Participate in improving organizational performance through recommending areas or approaches for improvement, performing new procedures, collecting data and providing input to department discussions.
EDUCATION REQUIREMENTS:
- A Bachelor's degree or an equivalent combination of education and experience is required.
EXPERIENCE REQUIREMENTS:
- Demonstrated working experience of administrative office support (6 months-1 year).
- Excellent written and verbal communication skills.
- Proficient with MS Office suite (Outlook, Word, Excel & PowerPoint).
- Evidence providing customer service in a professional manner.
- Demonstrated teamwork and ability to work collaboratively.
- Evidence of strong organizational skills and attention to detail.
DESIRED QUALIFICATIONS:
- 1-3 years’ experience in an administrative support role for hospital or academic faculty is desired.
- Knowledge of and experience working with University of Iowa policies and procedures is desired.
- Ability to work independently to complete multiple projects and meet deadlines simultaneously.
POSITION AND APPLICATION DETAILS:
Resume and Cover Letter are required to be considered for an interview, applicants must upload the document and mark them as a “Relevant File” to the submission
Job openings are posted for a minimum of 14 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.
For additional questions, please contact Teresa Walker at teresa-walker@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.
