Administrative Services Coordinator, Supportive And Palliative Care Program

The Supportive and Palliative Care Program at the University of Iowa Hospitals & Clinics has an opening for a full-time Administrative Services Coordinator. The Administrative Services Coordinator contributes to the success of the Palliative Care Program by providing administrative support to the daily operations of the Program. Responsibilities include providing information and responding to inquiries, serving as a liaison with public and private agencies, and coordination of meetings and special projects. Administrative responsibilities for this position require a high level of discretion, confidentiality, and independent judgment.

The successful candidate must be highly organized, have strong communication skills, be a team player and be willing to go the extra mile to assure all functions are completed in timely and professional manner. This person is required to manage multiple priorities and have strong problem-solving skills. This person makes decisions and exercises a high level of autonomy while performing complex administrative support functions for assigned staff.

Supervision is received from the Director and Administrator. Functional supervision is exercised over support staff and students.

Characteristic Duties And Key Areas Of Responsibility

Operational Support and Management:

• Provides administrative support for the Medical Director of Palliative Care Program; maintains Outlook calendar, schedules meetings as requested.
• Maintains effective working relationships with faculty, staff, and public.
• Supervises and assigns duties to support staff, including clerical and student employees.
• Assists in coordination of meetings as well as educational forums and programs, and other special projects; organizes publicity, coordinates registrations, makes appropriate room arrangements and food orders, arranges AV support, confirms speakers, takes and distributes meeting minutes, coordinates continuing education credits and program evaluations, etc. as needed.
• Assists in coordination of In-Patient Palliative Consult requests from providers throughout the hospital using EPIC, Voalte, hospital paging and phone system.
• Coordinates travel arrangements for faculty and staff; prepares travel requests and travel expense vouchers.

Information Management/Communications Management

• Coordinates Program correspondence including inquiries and complaints from staff, participants, and public. Composes & types correspondence as needed. Directs correspondence and inquiries appropriately.
• Utilizes MS Office Suite programs such as Outlook, Word, Power Point, Publisher, and Excel for data and communications.
• Prepares and administers reports, correspondence, and maintains Program records in an organized manner for easy retrieval to document Program development and events.
• Attends and actively participates in meetings, as necessary. Works with Medical Director and Administrator to create and distribute meeting agendas and monthly meeting minutes for approval.
• Serves as liaison with Palliative Care volunteers as well as public and private agencies including outreach coordinator for the program to Hospices, long term care facilities and community hospitals; creates/maintains requests for access to electronic medical records (i.e. EPIC) for the volunteers and hospice agencies; triages paperwork requiring signatures appropriately for timely return to the hospice agency.

Financial Responsibility

• Reconciles monthly departmental procurement card statement.
• Orders food and service options for events.
• Initiates purchase orders, p-requisitions, and e-vouchers, as needed. Monitors and orders Program or departmental supplies as needed.

Salary: $38,789 to commensurate (based on qualifications and relevant experience)

Salary level 2B. To view the entire pay range for 3B: Professional and Scientific Pay Structures | University Human Resources - The University of Iowa (uiowa.edu)

Location: This position is located at the University of Iowa Hospitals & Clinics in Iowa City, IA

Work schedule: Some flexibility between the hours of 7:00 AM and 5:00 PM, Monday through Friday

Benefits Highlights: Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans. Complete information regarding the full benefits package may be viewed at: https://hr.uiowa.edu/benefits

About the University of Iowa Hospitals & Clinics: The 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.®

Position Qualifications

Required:

• Demonstrated ability to manage multiple concurrent objectives, projects, or activities, making effective judgments as to prioritizing and time allotment is required.
• Demonstrated excellent written and oral communication skills are required.
• Must be proficient in computer software applications (Outlook, Word, Excel, PowerPoint, Publisher, and Adobe Acrobat).
• Office administration experience (typically 6 months to 1 year) and the demonstrated ability to carry out ongoing office administration effectively and efficiently is required.
• Demonstrated high attention to detail and problem-solving skills is required.
• A bachelor’s degree or an equivalent combination of education and experience is required.

Desired

• Knowledge of Palliative Care and Hospice concepts and terminology.
• Previous experience coordinating training events or educational programs is desired.
• Some knowledge of University policies, procedures and regulations is desirable.
• Familiarity with UIHC information systems including, but not limited to, EPIC, Voalte, Qualtrics, Oracle/AskIM, and hospital paging system.
• Familiarity with University Workflow, Procurement Card, ProTrav, E-Pro, and ELMS time and attendance system is desired.

Application Process

• For questions, contact Heidi Bodensteiner at [email protected]
• This position is not eligible for University sponsorship for employment authorization
• Job openings are posted for a minimum of 14 calendar days. Applications will be accepted until 11:59 PM on August 11, or on date of closing.
• Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check.
• Professional references will be requested at a later step in the recruitment process.
• In order to be considered for an interview, applicants must upload a current resume and a cover letter (and mark both as “relevant file”) that clearly address how they meet the listed required and desired qualifications of this position.

Additional Information

• Classification Title: Admin Services Coordinator
• Schedule: Full-time
• Appointment Type: Professional and Scientific

Compensation

• Pay Level: 2B

Contact Information

• Contact Name: Heidi Bodensteiner
• Organization: Healthcare
• Contact Email: [email protected]