Admin Services Coordinator -Department of Surgery

Administrative Services Coordinator

The University of Iowa Health Care Department of Surgery is seeking two Admin Services Coordinator to provide administrative support for the daily operations of the department. This position will be responsible for schedules / calendars, coordinating travel, and acting as primary point of contact with patients / family, faculty, and staff. The ideal candidate will exercise independent judgement, recognize the need for a high level of confidentiality, and demonstrate excellent interpersonal skills while facilitating a positive atmosphere in a highly visible, fast-paced environment. They will demonstrate excellent interpersonal skills and ability to interact with internal and external constituents while facilitating a positive atmosphere in a highly visible, fast-paced environment. Staff member will engage in occasional contact with UI Health Care, the University of Iowa, and CCOM administration.

Job Duties Include :

• Manage the daily operations of the Division's faculty members.
• Manage schedules and calendars for division faculty, residents, and staff, including confidential meetings which are complex in nature.
• Schedule internal and external meetings, conferences, and events; prepare and distribute agendas; record attendance and prepare detailed minutes.
• Coordinate and manage faculty travel logistics, including registration, airfare, lodging and reimbursements; reconcile and manage P-card for related purchases.
• Evaluate and prioritize requests, exercising discretion and judgment when providing confidential information to appropriate parties.
• Serve as the primary contact for inquiries from patients, faculty and staff; respond to questions or appropriately redirect inquiries.
• Manage coordination of specialized projects, activities, and events, appropriateness of expenditures, contract requirements, and changes in policies and procedures. Track projects and deadlines for division faculty and APP staff.
• Manage requests from outside attorneys who need to meet with division faculty.
• Manage CME setup and tracking for accredited meetings.
• Manage division usage of Qgenda, including coordination of institutional partners in continuing integration of Qgenda with other existing platforms.
• Initiate HR transactions at the request of others and provide basic guidance and information related to HR policies and procedures
• Participate in the interview process for new support staff and assist during the orientation and training of new support staff hires into the Department of Surgery divisions.
• Initiate purchasing requests of supplies for Division of Gastrointestinal Surgery faculty and staff.
• Monitor accounts and expenditures; initiate and track purchasing and financial transactions in alignment with departmental and university guidelines.
• Establish project and submission timelines, remind contributors regularly, and work to meet deadlines, edit, and proof.
• Serve as patient contact for information regarding FMLA and short-term disability paperwork and serve as point of contact for patients, employers, or insurance agencies that have questions or concerns regarding patient paperwork.
• Review office procedures, routines, and make recommendations for revisions or initiation of new procedures.
• Provide backup coverage for other divisional secretaries during absences.
• Maintain effective communication with internal and external constituents to support a collaborative work environment.

Percent of Time : 100%

Schedule : Monday through Friday, 8 : 00 am to 5 : 00 pm

Location : UI Health Care Medical Center University Campus

Pay Grade : 2B

Required Qualifications :

Desired Qualifications :

Application Process : In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission :

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. This position is not eligible for University sponsorship for employment authorization. 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 kiley-skay@uiowa.edu