Admin Services Coordinator - UI Health Care 50%25

University of Iowa • Iowa City, IA

1d • Onsite

About The Position

University of Iowa Community Clinics is seeking an Administrative Services Coordinator.
This position is responsible for coordinating activities and providing support to the leadership team of UI Health Care Community Clinics. Primary duties include supporting operations and planning activities and ensuring timely flow of information to and from Iowa Health Care Clinics to internal and external colleagues and constituents. The coordinator will be prepping PowerPoint slides, calendar management, travel management and meeting notes. A high level of professionalism, confidentiality, and independent judgement is necessary in this position.
Position Responsibilities:
Provide operational support to Director, UI Community Clinics & Outreach CEO, UI Health Ventures, as well as upper leaders in Iowa Health Care Clinics.
Coordinate preparation and distribution of reports and presentations.
Works on special assignments as directed.
Assists department with planning, developing, coordinating, and implementing departmental plan initiatives including acquisitions and new build clinics.
Analyzes information and data to assist leadership with strategic planning, preparation of presentations of joint commission preparedness.
Maintain the highest level of confidentiality and discretion, and thorough understanding of the internal dynamics/affairs of the department and the roles and responsibilities of the various divisions.
Manage schedules as well as, build and track meeting agendas, minutes, and follow-up tasks in alignment with department and institutional priorities.
Provide backup coverage for Departmental HR to faculty annual review and promotion processes, which may include preparation, tracking, follow up, goals, and other aspects of the process to ensure timely completion and high-quality feedback.
Responds to inquiries from managers and staff; advises regarding UI policies and procedures.
Collaborate with Departmental Finance team to monitor Department spending in a variety of contexts
Initiate subsequent follow-up meetings and communication for key stakeholders across the mission elements.
Other projects as assigned by leadership to improve standardization across clinical operations.
As part of performing the key areas of responsibility and competencies described above, staff members are expected to meet reasonable standards of work quality and quantity, as well as expectations for attendance established by their supervisor. Staff members are also expected to comply with policies governing employee responsibilities and conduct, including those contained in the University Operations Manual.
Welcoming - We strive for an environment where everyone has a voice that is heard, that promotes the dignity of our patients, trainees, and employees, and allows all to thrive in their health, work, research, and education.
Excellence - We aim to achieve and deliver our personal and collective best in the pursuit of quality and accessible healthcare, education, and research.
Collaboration - We encourage collaboration with healthcare systems, providers, and communities across Iowa and the region, as well as within our UI community. We believe teamwork - guided by compassion - is the best way to work.
Accountability - We behave ethically, act with fairness and integrity, take responsibility for our own actions, and respond when errors in behavior or judgment occur.
Respect - We create an environment where every individual feels safe, valued, and respected, supporting the well-being and success of all members of our community.
Empowerment - We commit to fair access to research, health care, and education for our community and opportunities for personal and professional growth for our staff and learners.

Requirements

• Experience in an administrative capacity.
• Excellent verbal and written communications 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 ability to manage small and large group interactions.
• Experience working independently to manage multiple projects and programs at a time. Ability to assess priorities and set/achieve goals.
• Significant experience working collaboratively with leadership and support staff.

Nice To Haves

• Working knowledge of staffing matrix, position control charts and Iowa Health Care workflows.
• Experience in data collection and management.
• Knowledge of Ambulatory health services.
• Knowledge of ELMs and Q-Genda
• Knowledge of University policies, procedures, and regulations.
• Project Management or Lean Experience

Responsibilities

• Provide operational support to Director, UI Community Clinics & Outreach CEO, UI Health Ventures, as well as upper leaders in Iowa Health Care Clinics.
• Coordinate preparation and distribution of reports and presentations.
• Works on special assignments as directed.
• Assists department with planning, developing, coordinating, and implementing departmental plan initiatives including acquisitions and new build clinics.
• Analyzes information and data to assist leadership with strategic planning, preparation of presentations of joint commission preparedness.
• Maintain the highest level of confidentiality and discretion, and thorough understanding of the internal dynamics/affairs of the department and the roles and responsibilities of the various divisions.
• Manage schedules as well as, build and track meeting agendas, minutes, and follow-up tasks in alignment with department and institutional priorities.
• Provide backup coverage for Departmental HR to faculty annual review and promotion processes, which may include preparation, tracking, follow up, goals, and other aspects of the process to ensure timely completion and high-quality feedback.
• Responds to inquiries from managers and staff; advises regarding UI policies and procedures.
• Collaborate with Departmental Finance team to monitor Department spending in a variety of contexts
• Initiate subsequent follow-up meetings and communication for key stakeholders across the mission elements.
• Other projects as assigned by leadership to improve standardization across clinical operations.

Benefits

• Regular salaried position located in Coralville (and surrounding clinic locations)
• Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees