Admin Services Coordinator - Radiology

University of Iowa•Iowa City, IA

2d•Onsite

About The Position

The University of Iowa Health Care Department of Radiology is seeking an Administrative Services Coordinator to provide executive level administrative support for Faculty in the UI Health Care Department of Radiology, performing complex administrative and financial assistance requiring recurring contact with deans, directors, department heads, upper-level executives, and public and private officials. This position requires a high level of independent thinking and judgement and is responsible for effective department wide communication and assisting in department initiatives.

Requirements

Bachelor's degree in Business Administration or related filed, or an equivalent combination of education and experience.
1-3 years experience in an administrative support role for a large organization
Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook)
Working knowledge of web-based tools; databases, internet searches
Superior written, verbal and interpersonal communication skills
Demonstrated experience in providing superior customer service in an academic environment
Demonstrated exceptional attention to detail, planning, and follow-up skills
Demonstrated Independent thinking skills to develop alternative solutions and solve problems
Ability to initiate and take independent action while working as part of a team

Nice To Haves

Knowledge of University of Iowa Policies and Procedures
Familiarity with UIRIS and Cayuse
Specific customer service experience in an academic healthcare environment
Working knowledge of UI Procurement Services
Project Management related informatics

Responsibilities

Maintain effective working relationships with and serve as a primary contact for Radiology Faculty. Provide faculty administrative support as needed
Maintain and renew all departmental faculty licensures required to practice
Schedule appointments and meetings; review calendar in advance to identify conflicts, rescheduling as necessary
Coordinate internal and external meetings; locate and schedule conference rooms; send out meeting planners and reminders
Make decisions and exercise a high level of autonomy while performing administrative/operational support and management
Make travel arrangements for faculty and staff in department, including hotel reservations, conference registrations, airfare, coordinating, planning, and interpreting policies and motor pool requisition
Secure room reservations for meetings and conferences. Manage conference and shared room schedules. Assist faculty with coordinating meetings as requested
Reconcile monthly P-card statements in compliance with Accounts Payable office guidelines.
Initiate internal purchasing requests and supply orders
Provide administrative support for administrative and faculty meetings. Complete and distribute meeting agendas and minutes
Manage complex schedules for Department Director and high-level administrators, requiring judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments and synthesizing multiple electronic calendar systems
Evaluate request and exercise discretion and judgement in providing confidential information to appropriate parties
Collects and compiles information for reports and various communications, requiring informational searches and a knowledge of the operations of both the assigned and related work areas
Work with 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 department activities
Route and distribute miscellaneous documentation to various University departments, Colleges and University Offices
Compose non-routine correspondence requiring independent judgment in the application of policies and procedures in both the assigned and related work areas and working within established guidelines
Serve as member of internal and external committees and workgroups, as directed