Admin Services Coordinator - Gastrointestinal Surgery

The University of Iowa Health Care Department of Surgery is seeking an Administrative Services Coordinator to be the primary administrative support for the Division of Gastrointestinal Surgery and Division of Surgical Oncology at Medical Center University, along with the Division of General Surgery at Medical Center Downtown 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.

Position Responsibilities:

• Manage the daily operations of the Division's faculty members. Demonstrates extensive proficiency in carrying out ongoing office administration tasks effectively in support of a large, complex office.
• Manage schedule for division faculty including confidential meetings which are complex in nature, requiring coordination and discretion of calendar activities and prioritization of appointments including call schedule, and coordinating with clinical staff for clinical obligations.
• Manage multiple concurrent objectives, project groups, and activities, making effective judgements as to prioritizing and time allocation. Demonstrate use of problem-solving skills and display a high attention to detail. Support the daily operation of the office, project, or program.
• Provide assistance and guidance as requested to faculty members on policies and procedures.
• Manage correspondence, organize documents, and maintain files.
• Answer telephones, take messages, and route calls to applicable staff.
• Serve as the primary contact for the Division's inquiries and/or requests.
• Open, distribute, and process divisional mail; compose and send correspondence and in-person communication to answer questions and inquiries or refer to appropriate other areas for assistance.
• Manage coordination of specialized projects, activities, and events, appropriateness of expenditures, contract requirements, and changes in policies and procedures. Track projects and deadlines for division faculty and APP staff.
• Coordinate with outside vendors to setup in-service Zoom meeting and onsite demonstrations.
• Manage requests from outside attorneys whom need to meet with division faculty.
• Manage CME setup and tracking for accredited meetings.
• Step into a leadership role to carry out administration tasks independently, effectively, and efficiently in support of individuals, teams and/or units.
• Demonstrate working knowledge of and ability to apply communication techniques (including listening skills) and relationship building skills to work with a variety of individual and groups in a constructive and collaborative manner.
• Adjust and adapt to new changing assignments, processes, people, and priorities as organizational needs dictate.
• Manage division usage of Qgenda, including coordination of institutional partners in continuing integration of Qgenda with other existing platforms.
• Evaluate and prioritize requests and exercise discretion and judgement in providing confidential information to appropriate parties.
• Backup coverage for other divisional secretaries during absences.
• Initiate HR transactions at the request of others.
• Assist during the orientation and training of new support staff hires into the Department of Surgery divisions.
• Participate in the interview process for new support staff.
• Exercise knowledge of HR policies and procedures and provide basic guidance and advice.
• Initiate purchasing requests of supplies for Division's faculty and staff.
• Process faculty requests for reimbursement of travel expenses, along with any additional out of pocket expenses they may incur.
• Reconcile and manage P-Card monthly and ensure all expenses are accounted for.
• Monitor expenditures with the faculty's professional development funds, ensuring they don't go over their allotment.
• Coordinate travel, including flight arrangements, hotel reservations, car rental, and meeting registrations.
• Establish project and submission timelines, remind contributors regularly, and work to meet deadlines, edit, and proof.
• Serve as patient contact for information regarding FMLA and short-term disability paperwork.
• Point of contact for patients, employers, or insurance agencies that have questions or concerns regarding patient paperwork.
• Gather information so faculty and staff that attend the conference CME credits. Coordinate with CCOM staff to provide appropriate documentation to have conferences approved to be CME eligible.
• Review office procedures, routines, and make recommendations for revisions or initiation of new procedures.
• Gather and provide information using available resources.
• Research information to ensure accuracy of internal and external communications.
• Demonstrate 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.
• Demonstrate 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.

Percent of Time: 100%

Schedule: Monday through Friday, 8:00 am to 5:00 pm

Location: UI Health Care Medical Center University Campus

Pay Grade: 2B - https://hr.uiowa.edu/pay/pay-plans

The University of Iowa Health Care Medical Center-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.

Required Qualifications:

• A bachelor's degree or an equivalent combination of education and experience.
• Minimum of 1 year of administrative experience supporting the daily operations of an office.
• Excellent written and verbal communication skills, including experience or capacity to demonstrate positive interpersonal skills with difficult personalities and with members of all levels of the organization, develop and maintain collaborative working relationships, and the ability to manage small and large group interaction.
• Demonstrates exceptional organizational skills, accuracy, and attention to detail, showing the ability to handle multiple tasks, establish priorities, and meet tight deadlines in situations both complex and sensitive in nature.
• Demonstrates proficiency in use of Microsoft Office applications including Outlook, Access, PowerPoint, Excel, Teams, and Word.
• Ability to compose communications and grammatically correct documents in a concise, logical, and organized manner.
• Ability to work independently and respectfully collaborate with a team.
• Knowledge of, and ability to apply, policies and practices for planning and administering a budget.
• Knowledge of major responsibilities, accountabilities, and organization of the Human Resources (HR) function or department, ability to uses and effectively administrate the organization's HR policies, strategies and environment.
• Ability to carry out ongoing office administration tasks effectively and efficiently in support of individuals, teams, and/or units.
• Knowledge of major functional processes and associated operating requirements, ability to apply this knowledge appropriately to a variety of situations.
• Ability to contribute to operational (short term), tactical (1-2 years) and strategic (3-5 years) planning in support of the overall business plan.
• Demonstrates initiative and a proactive approach to problem solving and priotitization of work tasks.

Desired Qualifications:

• Knowledge of University policies, procedures, regulations, and guidelines as well as familiarity with UI Health Care entities and functions.
• Previous experience working with University accounting, P-Card, and travel systems as well as billing and payment tracking.
• 3+ years of related administrative or program experience supporting the daily operations of an office in a healthcare setting.
• Demonstrated experience working with confidential projects using discretion and independent judgement is highly 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:

• Resume

• Cover Letter

Job openings are posted for a minimum of 7 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended. This position is not eligible for University sponsorship for employment authorization.

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 kiley-skay@uiowa.edu

Additional Information

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

Compensation

• Pay Level: 2B

Contact Information

• Organization: Healthcare
• Contact Name: Kiley Skay
• Contact Email: kiley-skay@uiowa.edu