Admin Services Coordinator - Ui Heart And Vascular Center

The UI Heart and Vascular Center (HVC) is seeking a full-time (100%) Admin Services Coordinator to contribute to the success of the UI Heart and Vascular Center (HVC) by providing high-level administrative assistance through the coordination and support of clinical and operational activities within the cardiovascular service line, with primary focus on the Perfusion Education Program, Clinical Perfusion Program, and ECMO Program. This position will adhere to the standards regarding attendance, confidentiality and Excellence Every Time, along with all other University policies, procedures and practices. Responsibilities include but are not limited to: coordination of travel, purchasing, asset/inventory management, expense reconciliation, clerical support for designated clinical units, compliance tracking, ELMS review/auditing, meeting and event coordination, administrative/managerial calendar management, and miscellaneous administrative tasks as assigned.

Position Responsibilities

• Works closely with the American Board of Cardiovascular Perfusion (ABCP) as well as Accreditation Committee-Perfusion Education (AC-PE) and Commission on Accreditation of Allied Health Education Programs (CAAHEP) to ensure accreditation is kept current. Schedules and participates in on-site visits with delegates.
• Prepares AC-PE/CAAHEP annual program report for continued accreditation.
• Assists the program director with the perfusion program by ensuring that regulatory and accreditation standards are met, educational activities that support the curriculum are established, departmental policies are created and enforced, and recruitment strategies are implement so that a highly successful perfusion program is maintained.

Operational Support and Management

• Assist with purchasing (i.e., office supplies, equipment, etc.) and asset/inventory management.
• Track, maintain and provide status updates for assigned clinical initiatives. May be required to assist in the tracking of patient satisfaction scores, PSNs, CORs, patient concerns and/or responses.
• Monitors/tracks perfusion student program competency tests (PCOMPS) for each semester for continued accreditation.
• Provide calendar management/support to administrative team(s). Schedule, accept, edit and/or rearrange meetings as directed. Secure space location, coordinate and distribute agenda, and create and distribute meeting minutes in a timely manner.
• Coordinate office and/or clinical workspace moves.
• Coordinate conferences/events/meetings. Collaborate schedules, invite speakers, reserve space, create itineraries, make travel and accommodation reservations, order lunch and make dinner reservations, distribute communication, submit appropriate reimbursements, and reconcile related expenses.
• Ability to work outside of regular business hours (8a-5p) for special HVC-sponsored events.
• May assist in the coordination/preparation of strategic plans.
• Provide cross-functional support to the HVC administrative teams for items such as (but not limited to) managing schedules, creating/distributing correspondence, and making travel arrangements.
• Coordinates graduation ceremony/reception, which includes date/venue/meal selection, as well as guest list.
• Coordinate special events (i.e., employee recognition, town halls, etc.). May include attendance tracking, space reservation, food purchase, and the creation/distribution of flyers/brochures and emails.
• Updates and submits UI MAUI Offerings Planner for course offerings, instructors, textbooks, and course changes each semester.

Human Resources (HR)

• Collaborate with HVC-HR and managers to ensure timely completion of mandatory compliances. May assist with generating reports and distributing regular status updates.
• May participate in the recruitment of staff and students.
• May supervise clerical support staff and/or student/temporary staff as directed.
• Assists in screening and evaluating all perfusion applicants as well as interviewing qualified candidates.
• Prepares yearly recruitment mailing to various universities/colleges and University of Iowa and Iowa State science-based students.
• Perform timely review and audit of ELMS for designated units/staff.
• Prepares applicant folders including reviewing applicant references, transcripts, overall GPA and prerequisites GPA, and documentation of clinical observations.
• Works with UI Admissions, Registrar’s Office, Financial Aid, Graduate Analysis, and College of Medicine on various program and student information and requests.
• Actively participate in the onboarding of new hires/transfers. Coordinate the set-up of office and/or clinical workspace.
• May initiate HR related transactions as needed/directed.

Financial Responsibility

• Maintain and reconcile designated PCard. Gather invoices/receipts, assign expenses to the appropriate account, and submit for review by established deadline.
• Ensure compliance with all related policies and procedures.
• Audit travel expense vouchers. Review submitted expenses for appropriateness, ensure required receipts and documentation are included, and submit for further review by established deadline.
• Initiate purchase requests for supplies and equipment. Monitor accounts/expenditures. Reconcile statements.
• Assist with cash handling procedures (act as cash collection point cashier and/or deposit preparer as needed/required).

Information Management

• Act as knowledgeable resource while assisting with inquiries. Provide training as needed/directed.
• Triage and direct calls, pages, Voalte messages, emails and/or faxes as appropriate for both internal and external customers.
• Serve as a point of contact for conferences, special events, PCard, travel, and building maintenance requests.
• Gather and provide information using appropriate resources.

Communications Management

• May serve as primary contact for building maintenance and facilities management and requests.
• Prepare and administer correspondence. Serve as liaison to faculty, staff, students, and public concerning inquiries or complaints requiring interpretation of policies, procedures, and programs.
• Maintains and updates perfusion education program’s website.
• Attends and participates in the Perfusion Education Advisory Committee meetings, taking minutes.
• Revises perfusion student handbook.
• Maintain a professional and helpful manner in all communications.
• Knowledge or and the ability to provide new incoming students with a welcoming environment and to help familiarize them with school facilities, policies, services, and expectations for college success and retention.
• Create and distribute communication for upcoming conferences and special events.
• Distribute information, policies, and procedures related as directed from HVC administration or managerial teams.

University of Iowa Hospitals & Clinics—recognized as one of the best hospitals in the United States—is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives.®

Education Requirement

• Bachelor's degree in Business Administration/Management or an equivalent combination of education and experience is required.

Experience Requirement

• Ability to successfully collaborate within a multi-disciplinary team and/or across departments.
• 1-3 years of experience providing administrative support.
• Demonstrates excellent organizational skills with the clear ability to prioritize tasks/assignments, meet deadlines, maintain professionalism, and provide appropriate support to matters of complex and confidential nature.
• Demonstrates proficiency in use of Microsoft Office applications (Outlook, PowerPoint, Excel, and Word).

Desired Qualifications

• 3 years of experience providing administrative support within a health care setting.
• Experience working in support of an educational program.
• Experience working with confidential tasks using discretion and independent judgement.
• Knowledge of University policies and procedures.

Application Process: In order to be considered applicants must upload a resume and cover letter clearly stating how requirements are 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. This job may be removed from posting and filled any time after the minimum posting period has ended. Successful candidates will be subject to a criminal background check. This position is not eligible for University sponsorship for employment authorization. For questions, contact [email protected].

Additional Information

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

Compensation

• Pay Level: 2B

Contact Information

• Organization: Healthcare
• Contact Name: UI Heart and Vascular Center
• Contact Email: [email protected]