Administrative Services Coordinator - Oculoplastics

Key Duties Include

The University of Iowa Hospitals and Clinics, Department of Ophthalmology is seeking a 100% Administrative Services Coordinator - Ocuplastics (ASC). The ASC - Oculoplastics serves as a liaison between patients and the Oculoplastic Specialty Service. Provides administrative support in the Oculoplastic Specialty area for the Department of Ophthalmology. Performs complex administrative and financial assistance requiring recurring contact with directors, department heads, upper level executives, public and private officials, along with the general public, patients/families, faculty, and staff.

• Exercise knowledge of departmental policies and procedures in order to provide basic initial guidance.
• Coordinate and/or assist with aesthetic educational, clinical, research and fundraising events; participate on committees.
• May serve as Fellowship Coordinator for Oculoplastics. Monitor all applicants and provides updates to physicians regularly. Arrange fellowship interviews, coordinate all planning meetings, zoom meetings, etc., and provide communication to all applicants. Once fellows are selected, serve point person for fellows during their fellowship (i.e. submitting time off forms, travel arrangements, etc.)
• Obtain, coordinate and distribute information on behalf of Oculoplastics division.
• Maintain effective working relationships with and serve as primary contact for the Oculoplastic and aesthetic Oculoplastic program, faculty, staff, students, donors, external providers and the public concerning inquiries or complaints requiring interpretation of policies, procedures and programs for the department.
• May serve as a backup member for the leadership and frontline team to provide backup coverage to other members during absences.
• Manage complex schedules for Oculoplastics faculty, fellows, and residents, requiring judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments and synthesizing multiple electronic calendar systems; manage itineraries and travel arrangements for the Oculoplastics division, and other visitors.
• May assist in the coordination/preparation/implementation of strategic plans in support of the Oculoplastics faculty, administrative suite, staff, and trainees.
• Obtain and synthesize data, prepare agendas and manage the aesthetic program details; review and approve financial transactions; coordinate meetings, etc.
• Serve as member of internal and external committees and workgroups, as directed.
• Develops an understanding of accounts and expenses, direct and indirect costs, while managing Oculoplastics costs.
• Serve as primary contact for external providers, development, administrative assistance, and expertise for aesthetic procedures, educational, research, community/ regional/ statewide/ national organizations, service, and health care programs and conferences.
• Other duties as assigned.
• Obtain, tabulate and analyze data to prepare periodic and special reports.
• Evaluate requests and exercise discretion and judgment in providing confidential information to appropriate parties.
• May apply for and secure grant funding for botulinum toxin and filler for training purposes to enhance fellow’s and resident’s education in Oculoplastics.
• May monitor CPT billing procedure records for comparison and accuracy with billing team.
• Develop and revise Oculoplastics division informational materials for distribution.
• Compose and manage communications including licensure, letters, patient correspondence, emails, requiring a high level of confidentiality, attention to detail, excellent organizational skills and effective written, verbal and interpersonal communication skills.
• Provide assistance for onboarding of new Oculoplastics faculty and trainees.
• Manage all communication with patients regarding aesthetic enhancements, surgery, evaluations, treatments, etc. Communicate monetary expectations to patients, create financial agreements, and obtain prepayment for all aesthetic procedures. Ensure collection of appropriate self-pay funds prior to surgical procedures.
• May assist in Oculoplastic Clinics on assigned clinical days and as needed including rooming patients, turning over all rooms per COVID cleaning protocol, communicating delays/wait times to all patients and ensuring all concerns are addressed (i.e. other same day appointments, reschedules, etc.). May escort patients and arrange same day imaging, hearing test, provider referrals, etc. as needed.
• Serve as point of contact for all infusion candidates. Collaborate with faculty to submit applications, arrange site of care, arrange prior steroid infusion administration, ensure creation of beacon plans, research, schedule and track offsite infusion sites, and draft prior authorization and appeal letters.
• May arrange peer to peer discussions and ensures protocol is followed through the course of infusions. May arrange associated testing while ensuring patient rechecks are scheduled and protocol is strictly followed. May provide weekly updates to staff, IRL infusion team, and social workers.
• Demonstrate ability to step into a leadership role to carry out administration tasks/decisions independently, effectively, and efficiently in support of individuals, and/or 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.®

Percent of Time: 100%

Schedule: Monday - Friday, 8:00a-5:00p

Location: UIHC, Iowa City

On Campus: This position is performed fully on campus.

Rotations: N/A

Salary: $38,789 - $58,909/yr

Pay Level: 2B

Required Qualifications

• Valid US driver’s license and eligibility to operate motor vehicles under University standards.
• Bachelor’s degree in Business Administration or related field, or an equivalent combination of education and experience.
• Demonstrate careful attention to detail and accuracy, strong organizational skills and ability to handle multiple tasks quickly and effectively, proactively establish priorities and meet deadlines.
• Minimum 6 months-1 year administrative and financial experience.
• Excellent written and verbal communication skills required including ability to compose communications and grammatically correct documents in a concise, logical and organized manner.
• Ability to anticipate needs, problems and potential issues and use judgment, foresight and problem-solving skills to troubleshoot, recommend and implement solutions.
• Proficient in computer software applications (Microsoft Office Programs)

Desired Qualifications

• Experience with accounts and expenses, direct and indirect costs.
• Experience with reconciliation of funding sources.
• Knowledge of University of Iowa policies and procedures.
• Three years + with support experience with multiple calendar and scheduling management is highly desirable.
• Experience planning and/or organizing meetings and group events.
• Experience with purchasing and receiving of resources & supplies.
• Three years + administrative support experience in a health care and/or collegiate setting is highly desirable.

POSITION & APPLICATION DETAILS

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.

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. This position is not eligible for University sponsorship for employment authorization.

For additional questions, please contact Melissa Monhollon, HR Manager, at [email protected] or 319-356-4674.

Additional Information

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

Compensation

• Starting Salary Maximum: 58,909.00
• Starting Salary Minimum: 38,789.00
• Pay Level: 2B

Contact Information

• Organization: Healthcare
• Contact Email: [email protected]
• Contact Name: Melissa Monhollon