Admin Services Coordinator - Obgyn

The University of Iowa Department of Obstetrics and Gynecology is seeking an Administrative Services Coordinator. The Coordinator will provide executive level administrative support for the Maternal Fetal-Medicine Division Director/OB Vice Chair and the division faculty. The Coordinator is responsible for performing complex administrative and financial assistance requiring contact with deans, directors, department heads, upper-level executives, public and private officials. This position requires a high level of independent thinking, judgment, and the ability to prioritize.

Position Responsibilities

• Collect and compile information for reports and various communications, requiring informational searches and a knowledge of the operations of both the assigned and related work areas
• Work collaboratively with multidisciplinary teams in the Department of OBGYN to support, maintain, and drive quality/performance improvement initiatives.
• Make decisions and exercise a high level of autonomy while providing administrative/operational support and management
• Assist with travel arrangements, ELMS, handling correspondence and meeting minutes
• Establish programs that improve functionality and support the division’s objectives
• Manage complex schedules, requiring judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments and synthesizing multiple electronic calendar systems
• Assist in the hiring and onboarding process for Faculty and APP’s in conjunction with HR Manager
• Manage data to design specialized reports, spreadsheets and presentations in response to multiple requests; create, maintain and update records and information and databases related to various division activities
• Maintain effective working relationships with and serve as a primary contact for Maternal-Fetal Medicine Division and OB Vice Chair
• Prepare and administer correspondence and reports for OB Vice Chair
• Evaluate request and exercise discretion and judgement in providing confidential information to appropriate parties
• Support continuing Medical Education and general Education activities, such as conference registration, lectures, teachings, etc.
• Proactively manage physician clinical schedules in QGenda
• Other duties as assigned
• Process payments on purchasing card for certain items such as memberships, subscriptions, medical licenses and/or certifications, as approved.

Required Qualifications

• Bachelor’s degree in Business Administration or related field, or an equivalent combination of education and experience
• Ability to initiate and take independent action while working as part of a team
• Demonstrated independent thinking skills to develop alternative solutions and solve problems
• Demonstrated ability to interact positively with a diverse population
• Ability to proactively establish priorities and meet deadlines
• Working knowledge of web-based tools, databases, and internet searches
• 1 - 3 years of experience in an administrative support role for academic medical faculty and leadership
• Proficient in Microsoft Office suite (Word, Excel, Power Point, Outlook)
• Demonstrated exceptional attention to detail, planning, and follow-up skills
• Superior written, verbal, and interpersonal communication skills
• Demonstrated experience in providing superior customer service in an academic environment

Desired Qualifications

• Ability to gather, analyze and display data in appropriate format and keep accurate records
• Experience with Epic
• Ability to communicate effectively with staff, students, and the public
• Ability to make decisions requiring interpretation and judgment
• Experience with QGenda
• Ability to follow oral and written instructions and interpret institutional and other policies accurately
• Knowledge of University of Iowa Policies and Procedures

In order to be considered for an interview, applicants must upload a cover letter and resume 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 Cassie Burrill at [email protected].

Additional Information

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

Compensation

• Pay Level: 2B

Contact Information

• Organization: Healthcare
• Contact Name: Cassie Burrill
• Contact Email: [email protected]