Admin Services Coordinator - Acute Care Surgery

The Administrative Services Coordinator functions as the administrative support person for the Division of Acute Care Surgery within the Department of Surgery. Demonstrates 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. Exercise independent judgment and recognize the need for a high level of confidentiality.

• Maintain a positive and productive environment and working relationship with a diverse team of faculty, staff and residents as well as other university colleges, departments and the public.
• Complete FMLA/STD paperwork and route further as needed, process and track.
• Demonstrates working ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgements as to prioritizing and time allocation and providing careful attention to detail.
• Demonstrates excellent oral and written communications skills; ability to effectively transmit, receive, and interpret ideas, information, and needs through appropriate communication methods and behaviors at a working proficiency level.
• Obtain and deliver patient tapes, x-rays and records. May assist in ordering devices and implants as needed.
• Backup coverage for other divisional secretaries during absence.
• Exercise knowledge of HR policies and procedures and provide basic guidance and advice.
• Initiate HR transactions at the request of others.
• Maintain and orders supplies and distributes them for the Division.
• Establish timelines, remind contributors, proof and edit.
• Serve as a liaison between the Division of Acute Care Surgery and other service departments within the university through the use of a variety of modes to a wide range of constituents requiring accuracy, discretion, judgement, and organization.
• Manage agendas for divisional meetings and take minutes.
• Evaluate and prioritize requests and exercise discretion and judgment in providing confidential information to appropriate parties.
• Assist the Division of Acute Care Surgery APP staff taking messages and transferring callers to applicable staff and directing patient requests.
• Research information to ensure accuracy of internal and external communications.
• Reconcile and manage P-Card for travel and lunches.
• Review office procedures and routines and make recommendations for revisions or initiation of new procedures.
• Gather and provide information using available resources.
• Open, distribute and process divisional mail; composes and send correspondence and in-person communication to answer questions and inquiries or refer to appropriate other areas for assistance.
• Manage complex schedules and travel logistics for the Division of Acute Care Surgery. Reconcile calendars with OR schedule in EPIC daily. Maintain faculty calendars and assist with scheduling meetings, coordinating with clinical staff for clinical obligations.
• Provide administrative support for the daily operations of the Division of Acute Care Surgery. Answer telephones, take messages and transfer callers to applicable staff.
• Maintains record of professional memberships, licenses, CV’s/APR, and certifications, prepares renewal paperwork and payments as needed.
• Monitor accounts/expenditures; initiate and monitor financial transactions.
• Serves as the primary contact for the Division of Acute Care Surgery inquiries and/or requests.
• Establish project and submission timelines, remind contributors regularly, and work to meet deadlines.

Department Summary: The UI Department of Surgery is committed to saving lives and improving our patient’s quality of life through excellent surgical techniques and extraordinary patient care. Our surgeons and medical professionals address a wide variety of complex medical issues, from matching donors with recipients in the Organ Transplant Center to providing continuous care for both adult and pediatric trauma victims in the state's only designated Level I Trauma Center and certified regional Burn Treatment Center.

Percent of Time: 100%

Schedule: Monday - Friday: 8am - 5:00pm

Location: UIHC Main campus

Pay Grade: 2B Pay Structure B

Benefits Highlights

• 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 on benefits, please visit: UIHC Benefits
• Regular salaried position located in Iowa City, Iowa
• For more information about Why Iowa?, click here

Required Qualifications

• A Bachelor's degree or an equivalent combination of education and experience.
• Excellent written and verbal communication skills.
• Demonstrates exceptional organizational skills, showing the ability to handle multiple tasks, establish priorities and the ability to meet tight deadlines in situations both complex and sensitive in nature is required.
• Ability to compose communications and grammatically correct documents in a concise, logical and organized manner.
• Demonstrates proficiency in use of Microsoft Office applications including Outlook, Access, PowerPoint, Excel, and Word is required.
• Minimum of 1 year of administrative experience supporting the daily operations of an office in a healthcare setting is required.

Highly Desirable Qualifications

• Demonstrated experience working with confidential projects using discretion and independent judgment is highly desired.

Desirable Qualifications

• Previous experience working with University accounting, Pcard and travel systems as well as billing and payment tracking is desired.
• Knowledge of University policies, procedures, regulations and guidelines as well as familiarity with UIHC entities and functions is desired.
• Previous experience working with University HR systems is desired.

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:

• Cover Letter
• Resume

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. Applications will be accepted until 11:59 PM on 6/23/2023.

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 references will be requested at a later step in the recruitment process. This position is not eligible for University sponsorship for employment authorization.

For additional questions, please contact Jordan Adam at 319-384-6144 or [email protected].

Additional Information

• Classification Title: Admin Services Coordinator
• Schedule: Full-time
• Appointment Type: Professional and Scientific
• Work Modality Options: On Campus

Compensation

• Pay Level: 2B

Contact Information

• Contact Email: [email protected]
• Contact Name: Jordan Adam
• Organization: Healthcare