Admin Services Coordinator - Organ Transplant Center - Surgery

University of Iowa•Iowa City, IA

11h

About The Position

University of Iowa Health Care, Department of Surgery is seeking an Administrative Services Coordinator to support the daily operations of the Organ Transplant Center including coordination of specialized events and activities, appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures. The UI Department of Surgery is committed to saving lives – and improving our patients’ quality of life– through excellent surgical techniques and extraordinary patient care. Our surgeons and medical professionals address a wide variety of complex medical issues, from matching donors with recipients in the Organ Transplant Center to providing continuous care for both adult and pediatric trauma victims in the state’s only designated Level I Trauma Center and certified regional Burn Treatment Center. Our specialists provide critical surgical support among comprehensive, multidisciplinary teams for the treatment of cancer, gastrointestinal and colorectal diseases, vascular ailments, as well as advanced surgical care for even the smallest pediatric patients. Skilled plastic and reconstructive surgeons manage complex reconstructive issues resulting from deformities, traumatic injuries, or cancer excision in both adult and pediatric patients, in addition to surgical and non-surgical cosmetic services for adults.

Requirements

A bachelor’s degree in an appropriate discipline or an equivalent combination of education and experience is required.
Some (6 months-1 year) related administrative or program experience supporting the daily operations of an office in a healthcare setting is required.
Excellent written and verbal communication skills, as well as the ability to manage small and large group interaction is required.
Demonstrates exceptional organizational skills, showing the ability to handle multiple tasks, establish priorities and the ability to meet tight deadlines in situations both complex and sensitive in nature is required.
Demonstrates proficiency in use of Microsoft Office applications including Outlook, Access, PowerPoint, Excel, and Word is required.
Ability to compose communications and grammatically correct documents in a concise, logical and organized manner.

Nice To Haves

Previous experience working with university accounting, Pcard and travel systems as well as billing and payment tracking is highly desired.
3+ years of related administrative or program experience supporting the daily operations of an office in a healthcare setting is highly desired.
Demonstrated experience working with confidential projects using discretion and independent judgment is highly desired.
Knowledge of University policies, procedures and regulations is desirable.

Responsibilities

Maintains OTC departmental policies on the Point.
Collect and analyze data regarding faculty teaching involvement, grand rounds presentations, attendance at M&M vs. faculty medians, faculty publications, etc.
May require advanced knowledge and expertise in specific office, project, or program to provide administrative/ operational support and management.
Make decisions and exercise a high level of autonomy while typically performing administrative support/ management responsibilities for executives of an organization (e.g., Deans, Directors, DEOs, VPs), including managing schedules, correspondence, and travel arrangements.
Plan, schedule and coordinate business travel, arrange on and off campus meetings. Produce and distribute travel itineraries. Assist with completing and submitting travel reimbursement and expense reports.
Assist with purchasing and reimbursement processing-P-req, E-voucher, Pro-Trav and E-buy requestor for Transplant Surgery Faculty.
Maintain multiple office calendars. Schedule and coordinate meetings, conferences and special events. Coordinate activities between other administrative coordinators and outside parties.
Create and maintain the OTC On-Call schedule comprised of 9 different specialty groups.
Maintain conference room calendar.
Triage phone calls and take messages.
Assist with Continuing Medical Education events and assisting guest speakers.
Provide backup support to the QAPI coordinator and run weekly audits as needed.
Manage department office space- identify, review, and implement space utilization plans and oversee renovation projects.
Initiate HR transactions at the request of others.
May exercise knowledge of HR policies and procedures and provide basic guidance and advice.
May provide functional and/or administrative supervision for students/temporary staff.
Responsible for organ acquisition billing services (organ invoices, tissue typing bills, flights for procurement teams, UNOS registry).
Tracking payments and working with Administrator to produce month end accruals for organ services.
High level of judgement to manage a variety of issues that present themselves with regard to billing and bill processing; vendor issue resolution.
Understanding aspects of the CMS regulations that govern this payment process.
Handling of living donor bills that come through the office and handle in timely and fiscally correct manner.
Monitor accounts/expenditures; reconcile statements.
Initiate purchase requests for faculty within established budgets using procurement cards. Reconciles accounts and analyzes budgets to make recommendations of efficient spending.
Establish timelines, remind contributors, proof and edit.
Establish project and submission timelines, remind contributors regularly, and work to meet deadlines.
Review office procedures and routines and make recommendations for revisions or initiation of new procedures.
Gather and provide information using available resources.
Research information to ensure accuracy of internal and external communications.
Demonstrates working ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgements as to prioritizing and time allocation and providing careful attention to detail.
Prepare and administer correspondence. Serve as liaison to faculty, staff, students, alumni and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs. May serve as primary contact for building maintenance and facilities management.
Facilitates outreach efforts by coordinators with dialysis units.
Is the primary contact with outside departments/units and facilitates our entry into their facility.
Ability to problem solve and support faculty and staff within the division when problem solving is needed while a variety of situations present themselves.