Admin Services Coordinator Radiation Oncology

University of Iowa•Iowa City, IA

18h•Onsite

About The Position

University of Iowa Health Care—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. The person in this role will provide executive level secretarial support for Director of Medical Physics, Clinical Department Administrator and Clinical Faculty. They will coordinate complex calendars and meetings with executive staff and external entities pertaining to ongoing medical physics projects, clinic administration, faculty projects, clinical procedures and human resources relating to Radiation Oncology technical and clinical initiatives and operations. A high level of discretion is required in obtaining and providing factual and confidential information requiring administrative knowledge of Radiation Oncology and Medical Physics as well as other departmental and institutional operations. Duties involve the use of specialized scheduling software, Microsoft office applications, and payroll tracking system.

Requirements

A Bachelor's degree in Business Administration or related field, or an equivalent combination of education and experience is required.
Considerable (3 – 5 years) administrative and financial experience.
Excellent written and verbal communication skills are required.
Must be proficient in computer software applications.
Excellent organizational skills required.
Professional experience working effectively with individuals from a variety of backgrounds and perspectives.

Nice To Haves

Workflow and UI Health Care Systems experience desired.
Prior Health Care experience is desired.

Responsibilities

Maintain effective working relationships with faculty, staff, students and the public.
Serve as primary contact to faculty, staff, students, alumni and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs in the Department of Radiation Oncology.
Provide administrative support for the daily operation for Director of Medical Physics division, Clinical Department Administrator and Faculty in the Department.
Coordinate Faculty absences getting calendars closed including clinic schedules and assisting with getting coverage for their absences.
Coordinate and manage faculty administrative schedules, clinical schedules and procedure schedules and handles related communications with a high level of confidentiality exercising discretion and judgement and critical thinking skills.
Compose and manage related communications including credentialing of physicians, licensure, certification, curriculum vitae, patient communications, emails and mailings requiring a high level of confidentiality, attention to details, excellent organizational skills and effective written, verbal and interpersonal communication skills.
Manage administrative and clinical schedules for Director of Medical Physics division and assigned faculty, requiring judgement in determining meeting needs, discretion related to calendar activities, prioritization of appointments synthesizing multiple electronic calendar systems and review calendar in advance to identify conflicts, rescheduling as necessary. Includes scheduling meetings in person and via zoom.
Provide initial telephone coverage, responding to visitor, faculty, staff and patient inquiries demonstration a knowledge of the assigned and related work areas, obtain and provide information toward inquires appropriately.
Sort, distribute and process incoming and outgoing Department mail.
Manage Epic In Basket and Communication Manager. Process confidential patient information in EPIC. Assists in providing patient records to outside facilities.
Make travel arrangements for Director of Medical Physics, Faculty and Staff including hotel reservations, conference registration, airfare, coordinating, planning and interpreting policies and procedures, prepares and submits travel expense forms and expense vouchers for meeting and outreach clinics.
Serve as a member of the Department of Radiation Oncology administrative support team and provide backup coverage to team members as needed.
Work in many programs including ELMS, ERMA, Mosaiq, EPIC, Microsoft office applications.