Admin Services Coordinator - Neurosurgery

University of Iowa•Iowa City, IA

About The Position

The Admin Services Coordinator in the Department of Neurosurgery at the University of Iowa Health Care provides administrative support to multiple faculty members and staff. Core duties include managing provider calendars, coordinating meetings and travel, handling internal personnel matters, organizing and communicating clinical coverage, and completing projects according to deadlines and expectations. The role also provides secondary administrative support to additional providers as needed. The coordinator follows College of Medicine and Department of Neurosurgery guidelines and serves as a mentor, role model, and service-excellence ambassador for staff, coworkers, patients, and visitors. Flexibility, collaboration, teamwork, professionalism, confidentiality, and independent judgment are important. The position also supports research laboratories, including the Human Brain Research Lab, and may provide backup support for surgery scheduling, transcription, and chart control. The University of Iowa Health Care Medical Center is Iowa’s only comprehensive academic medical center and a regional referral center. The posting requires a resume/CV and cover letter. The position is not eligible for University sponsorship for employment authorization. Successful candidates must disclose conviction history and undergo a criminal background check and credential and education verification; up to five professional references may be requested.

Requirements

Bachelor’s degree or an equivalent combination of education and experience.
Six months to one year of administrative experience.
Excellent written and verbal communication skills.
Demonstrated proficiency using computer software, such as Microsoft Office Suite, and operating basic office equipment.
Ability to maintain professionalism, confidentiality, and independent judgment.
Flexibility and ability to approach workload collaboratively and as part of a team.

Nice To Haves

Knowledge of University of Iowa policies and procedures.
Customer service experience.
Knowledge of medical terminology or experience in a medical or research setting.

Responsibilities

Communicate with internal and external parties on behalf of Neurosurgery faculty in person, by phone, and electronically; answer questions, provide directions and resources, triage requests, and act as the primary contact for physicians.
Manage physician calendars, accept and rearrange meeting requests, prioritize schedule changes based on availability and urgency, and communicate changes to involved parties.
Compose routine and non-routine correspondence, including medical necessity letters, workers’ compensation letters, and work excuses, in accordance with applicable rules, policies, and procedures.
Document information in the electronic health record (EHR) based on written provider reports.
Distribute and scan physician correspondence, including faxes and postal mail.
May interpret, transcribe, and edit provider dictation into patient histories, exam notes, operative reports, referral letters, discharge summaries, and other documents.
Edit EHR notes in preparation for provider review and signature.
May access electronic medical records to assist faculty with discharge summaries, clinic note distribution, quick notes, and related tasks.
Manage faculty physicians’ Academic and Professional Records (APR).
Coordinate travel, site visits, guest speakers and researchers, attorney conferences, and other activities, including planning, scheduling, logistics, and reimbursement when appropriate; serve as the primary contact from initial request through completion.
Assist faculty with licenses, certifications, memberships, and compliance requirements; communicate renewal dates, deadlines, and requirements.
Create and oversee multidepartmental call schedules, including trauma, spine, vascular, stroke, pediatric, and backup call; upload schedules electronically, make requested edits, and communicate changes.
Procure research and laboratory supplies and equipment; complete University ordering, receiving, and payment processes; monitor expenditures and reconcile statements.
Collect, compile, and analyze data for specialized reports such as the weekly M&M report, and distribute reports.
Provide administrative support for the Human Brain Research Lab and other research laboratories associated with the Department of Neurosurgery.
May provide backup support for surgery scheduling, transcription, and chart control.
May provide functional supervision for students or temporary staff as needed.
Problem-solve and act as a resource to other Neurosurgery staff members.
Perform special projects and additional tasks as assigned.