Admin Services Coordinator - Care Coordination Division - 50% Part Time

UIOWA•Iowa City, IA

1d•Onsite

About The Position

The University of Iowa Healthcare, Care Coordination Division (CCD) is seeking an Admin Services Coordinator to support the division by providing assistance as an extension of the patient’s care team. This role involves managing patient communication lines, email, and faxes, handling administrative tasks such as mail preparation and facilities requests, and managing patient gift funding requests. The coordinator will also serve as the primary departmental purchasing agent, assist with data collection and documentation, maintain communication tools like SharePoint, and support training initiatives. Additionally, the position will handle financial or office responsibilities delegated by CCD leadership, triage transportation and lodging needs using the Epic tool, and coordinate with vendors for patient travel and accommodation. This role requires effective communication with the patient's care team regarding reservation details, troubleshooting transportation or lodging issues, and representing UI Health Care and CCD when collaborating with external vendors. The coordinator will also assist in implementing new processes, maintain up-to-date knowledge of relevant software and equipment, and complete other assigned projects. This is a 50% part-time position with a schedule of 20 hours per week, consisting of 8-hour day shifts between 9:00 AM and 7:00 PM, Monday through Friday.

Requirements

A Bachelor’s Degree, or an equivalent combination of education and experience
Minimum of 1 year administrative support experience
Excellent written, verbal, and interpersonal communications skills
Demonstrates working ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.
Demonstrates high attention to detail and problem-solving skills.
Proficiency in computer software applications and Microsoft Office Suite (i.e., Excel, Word, Calendar, PowerPoint)

Nice To Haves

Previous experience working in EPIC.
Professional demeanor and attitude
Capable of multitasking with a strong commitment to time management
Well-organized and detail-oriented
Excellent written and verbal communication
Relationship-building skills

Responsibilities

Triage divisional ACD patient line
Manage CCD general email box, including triaging incoming fax
Miscellaneous office duties (I.e., mail prep, facilities request)
Manage and prepare patient gift funding requests per policy
Keep up-to-date records of funding which may include patient, payor, or vendor information
Primary departmental purchasing agent
Assist with data collection, entry, and documentation as assigned
Maintain communication tools (e.g., SharePoint Site)
Assist with training as needed
Other financial or office responsibilities as delegated by CCD leadership
Triage transportation and/or lodging needs via Epic tool
Coordinate with vendors (ex: Cab, Bus, Ambulance, etc.) to arrange various modes of transportation and/or lodging for patients at request of Social Workers/Nurses
Effectively communicates with patient’s care team reservation details
Troubleshoot transportation or lodging issues that may arise
Effectively communication with CCD team processes or procedures
Represents the integrity of UI Health Care and CCD when collaborating with external vendors
Maintains appropriate relationship with external vendors
Assists in the implementation of new processes at the direction of supervisor / leadership
Maintain use of UI Health Care resources to meet services in a prudent manner
Maintains up-to-date learning regarding new equipment, software (e.g., EPIC, Microsoft Suites) as necessary to adequately perform job duties
Completes other projects or tasks as assigned by leadership
Serve as backup in main office duties as needed