Support Services Coordinator - Admissions & Transfer Center (ATC) - Hybird
This position supports the UI Admissions &Transfer Center (ATC) in the role as a departmental Support Services Coordinator (SSC). The Support Services Coordinator will provide leadership in the Admission and Transfer Center (ATC) and assist with the coordination and administration of patient throughput in UI Health Care. This position will be a throughput liaison, promote patient access, the patient experience, and the UI Healthcare Model. In addition to providing leadership in the department, a large portion of this position will be assisting in patient placement and throughput while maintaining departmental productivity benchmarks and quality expectations. This position will also provide phone coverage to meet the business needs. Completes other duties as assigned.
Key Areas of Responsibility:
Provide Support Services to Clinical and Non-clinical Departments:
Coordinate and provide services for patients. Ensure compliance of tasks, compliance goals, and patient/customer satisfaction expectations. Supervise the delivery of services such as health information, clinic scheduling and operations, etc. May provide functional and/or administrative supervision of staff.
- Provide leadership in the Admission Transfer Center. Provide functional supervision to clerical and support staff members, under the direction of the Operations Director and Nurse Manager.
- Assist in patient placement and throughput and provide phone coverage to meet business needs.
- Assist in managing, coordinating and directing patient throughput services.
- Assist in maintaining daily bed status and daily bed huddle reports.
- Assist in assuring the compliance of tasks and compliance goals.
- Assist in activities related to bed placement system upgrades.
- Complete special projects or implement pilot programs as directed by supervisor.
- Serve as a collaborator with many departments at UI Healthcare including but not limited to: leadership teams in each department, PFS, HCIS Epic teams as well as many others.
- Serve as a collaborator with non-UI Healthcare providers.
- May analyze, monitor and report data, information and reports.
- May perform other duties as assigned.
Communicate/Collaborate with Internal and External Constituents:
Collaborate with peers, co-workers, customers, hospital departments, and external agencies to enhance the delivery of services. Implement strategies to resolve service issues. Review, respond, and resolve requests and issues from staff and customers.
- Serve as first point of contact for the admission transfer center staff.
- Maintain an effective working relationship with faculty, staff, students and across multiple UIHC support departments.
- Maintain an effective working relationship with non-UI Healthcare providers.
- Review, respond and resolve requests and issues from staff, providers and patients.
- Monitor the phone system and assign/reassign the daily work of staff based on business needs
- Support the work and strategic goals of the University of Iowa Hospitals and Clinics.
- Host and attend meetings at the discretion of your manager or supervisor.
Develop Programs, Policies, Practices that Enhance Patient/Staff Environment:
Assist with development and implementation of policies and practices to improve services within the ATC.
- Train new staff and retrain existing staff as needed.
- Assist with the development and implementation of policies and practices to improve services for the ATC.
- Help communicate and ensure compliance with new policies, guidelines, or expectation changes and initiatives.
- Identify any issues and look for efficiencies within our electronic documentation system and other processes.
Human Resources Management:
Provide direction, assignments, feedback, coaching and counseling to staff and key stakeholders to assure outcomes are achieved. May assist with hiring, developing, and managing the performance of staff.
- Assist the ATC Leadership team by providing functional supervision over clerical and support staff including training, assigning work, establishing work priorities, and managing ELMS timecard requests.
- Assist the ATC Leadership team in the hiring and evaluation of new staff members.
- Assist the ATC Leadership team on the performance of staff. May assist with performance evaluations.
Financial Management:
Analyze, monitor and report financial data, information and reports. May assist with preparation of the budget. May initiate or approve fiscal transactions.
- Assist the ATC leadership team in development on annual budget plans.
- Monitor expenditures within the department.
- Track and provide documentation for justification on sending and/or budget overages.
- Track expiration dates on equipment and initiate purchasing process.
Support Services Coordinator– Admissions & Transfer Center
- Percent of Time: 100%
- Location: Coralville, Iowa (HSSB/Hybrid)
- Staff Type: Professional and Scientific (P & S)
- Pay Grade: https://hr.uiowa.edu/pay/plans
- Schedule: General work hours are M-F, 8:00 a.m.- 5:00 p.m., with evenings and weekend hours, as necessary. This position is eligible for hybrid work within Iowa and will require a work arrangement form to be completed upon the start of your employment. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location.
Education Requirement:
- A Bachelor's degree in a related field, or an equivalent combination of education and experience.
Experience Requirement:
- Minimum 1-3 years providing administrative support.
- Excellent written and verbal communication and interpersonal skills.
- Knowledge of patient throughput and electronic medical charting systems, specifically EPIC.
- Proficiency in Microsoft applications including OneNote, Excel, and Word. Experience in utilizing and understanding Tableau reporting tool.
- Proficiency in working and understanding computer spreadsheet and database applications.
- Experience directing the work of employees in a leadership role.
Desired Qualifications:
- Knowledge of University policies, procedures, regulations and guidelines as well as familiarity with UIHC is desirable.
- Ability to be self-directed and demonstrate excellent judgement in prioritizing multiple projects and assignments.
- Experience working in a contact center environment.
- Ability to work effectively with a team and all levels of management.
- Demonstrated ability to work collaboratively across functions, levels and departments toward shared objectives.
- Demonstrated organizational and project management skills.
- Experience working in a healthcare environment.
Application Process: In order to be considered, applicants must upload a resume and cover letter clearly addressing how the required and desired qualifications of this position have been met. Up to 5 professional references will be requested at a later step in the recruitment process. Job openings are posted for a minimum of 14 calendar days. Applications will be accepted until 11:59 PM on May 22, 2024. This job may be removed from posting and filled any time after the minimum 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. For questions, please contact jill-presler@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.
