Admin Services Coordinator - Hospital Administration

UIOWA•Iowa City, IA

3d•Onsite

About The Position

The Administrative Services Coordinator serves as the first point of contact for Hospital Administration and provides administrative support for one or more executive leaders within the department. This role involves working as a member of the administrative team, offering cross-coverage and back-up support to executives. The position requires excellent interpersonal skills to interact with a variety of internal and external stakeholders while maintaining a positive atmosphere. The coordinator must exercise independent judgment in handling information related to institutional operations, maintaining a high level of discretion, confidentiality, and professionalism. The ideal candidate will possess strong communication and organizational skills, with a proven ability to manage multiple responsibilities and projects.

Requirements

A Bachelor's degree or an equivalent combination of education and experience.
1 year of related administrative experience.
Excellent customer service, public contact, and written and verbal communication skills.
Proficiency in computer software applications (MS Word, Excel, PowerPoint, Teams, Skype, and Zoom).
Demonstrated ability to multi-task, meet deadlines, and work as part of a team.
Demonstrated experience working effectively in a welcoming and respectful workplace environment.
Demonstrated effectiveness in written, verbal, and interpersonal communication for a variety of constituencies.
Superior attention to detail, including excellent composition and editing skills.
Demonstrated ability to work independently to complete multiple projects and meet deadlines simultaneously.
Superior organizational and prioritization skills; deadline driven.
Experience scheduling and organizing meetings using Microsoft Outlook.

Nice To Haves

Two or more years of demonstrated experience working with confidential projects using discretion and independent judgment.
Experience using university’s workflow to initiate and monitor electronic HR, financial, and other transactions.
Ability to occasionally lift 45 lbs.
Some knowledge of University of Iowa and UI Health Care policies, procedures, and regulations.
Experience working with and/or supporting executive leaders in an administrative capacity.
Experience coordinating travel and reconciling associated expenses.
Knowledge of University of Iowa procurement, financial systems, and travel policies and procedures.
Hold Iowa Notary Public or ability to apply for commission as Iowa Notary Public.

Responsibilities

Serve as the first point of contact for Hospital Administration, screening calls, answering common questions, and triaging complex inquiries.
Provide back-up phone coverage for departmental lines.
Maintain effective working relationships with faculty, staff, students, and the public.
Provide preliminary support for complaints and grievances, partnering with the Office of the Patient Experience.
Exercise discretion in handling confidential information related to UI Health Care and institutional operations.
Compose original documents requiring judgment in policy and procedure application.
Proofread and edit correspondence, drafts, presentations, reports, and other documents for accuracy.
Ensure final versions of documents are maintained electronically.
Serve as a member of the Hospital Administration Executive Support Team, providing cross-coverage and backup support.
Provide limited back-up support for executives, including scheduling meetings and prioritizing appointments.
Serve as a liaison between Hospital Administration and various stakeholders.
Arrange meetings, forums, and other events, preparing agendas and materials.
Oversee ordering, tracking inventory, receipt, deployment, and storage of office and kitchen supplies.
Make independent decisions and exercise autonomy in administrative support responsibilities.
Utilize MS Office Suite programs (Outlook, Word, PowerPoint, Excel) for data and communications.
Act as the main point of contact for the hospital administration copy room and equipment, troubleshooting issues and ordering supplies.
Manage hospital administration conference rooms, assisting with AV setup and support.
Serve as the primary contact for building maintenance and facilities management issues.
Receive, sort, and distribute mail and packages.
Coordinate administrator on-call scheduling and maintain the on-call calendar.
Make travel arrangements as requested by executives.
Assist with ELMs duties, sending reminders and creating schedules.
Administer P-cards, assisting personnel with certifications and ordering resources.
Serve as the point of contact for ordering HCIS equipment and maintaining inventory.
Assist with electronic file management, including archiving compliance records and filing contracts.
Assist with individual reminder emails to staff regarding compliance issues like HIPAA.
Handle phone calls, greet visitors, and direct them appropriately.
Open, sort, and prioritize mail.
Handle confidential materials with discretion.
Forward or triage faxes received via email.
Create and maintain departmental informational and communication materials, including mass mailings.
Maintain department and administration contact information.
Review and validate reports as directed by a supervisor.
Maintain confidentiality in all aspects of the role.
Assist or support with departmental onboarding of student employees and interns.
Review and make recommendations for revising office policies and procedures.
Participate in cross-training and development of back-up support.
Initiate purchase requests for the department.
Manage the office procurement card and reconcile expenditures monthly.
Initiate Purchase Orders, P-Requisitions, e-Deposits, and Travel Expense Vouchers.
Coordinate office and hospital store inventory, ordering, and restocking.