Admin Services Coordinator - Neurosurgery

UIOWA•Iowa City, IA

About The Position

The Admin Services Coordinator in the University of Iowa Health Care Department of Neurosurgery provides administrative support to multiple faculty members and staff, with primary responsibility for provider calendars, meeting and travel coordination, internal personnel matters, and organizing and communicating clinical coverage. The role also provides secondary support to additional providers as needed. It requires attention to detail and timelines, flexibility, collaboration, professionalism, confidentiality, and independent judgment. The coordinator serves as a mentor, role model, and service excellence ambassador for staff, coworkers, patients, and visitors, following College of Medicine and Department of Neurosurgery guidelines. The position communicates on behalf of faculty, manages physician calendars and correspondence, and may document or prepare information in the electronic health record. It coordinates faculty activities and maintains academic and professional records, credentials, and compliance deadlines. Additional duties include preparing multidepartment call schedules, procuring research and lab supplies, compiling specialized reports, and supporting research laboratories. The coordinator may also provide backup support for surgery scheduling, transcription, and chart control, and may functionally supervise students or temporary staff. The University of Iowa Health Care Medical Center is Iowa’s comprehensive academic medical center and a regional referral center. The posting states that the position is not eligible for University sponsorship for employment authorization. Applicants must submit a resume/CV and cover letter. Successful candidates will be required to disclose conviction history and undergo criminal background and credential/education verification; up to five professional references may be requested later in the recruitment process.

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 with computer software, such as Microsoft Office Suite, and basic office equipment.
Ability to handle details, timelines, and expectations.
Flexibility and ability to approach workload collaboratively and as part of a team.
High level of professionalism, confidentiality, and independent judgment.

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 Department of Neurosurgery faculty in person, by phone, and electronically; answer questions, provide directions and resources, or triage requests.
Act as the primary contact for physicians and manage their calendars, meeting requests, schedule changes, priorities, and communications with involved parties.
Compose routine and non-routine correspondence in accordance with federal, institutional, and departmental rules and policies.
Document information in the electronic health record based on written provider reports; distribute and scan physician correspondence, including faxes and postal mail.
As needed, interpret, transcribe, or edit provider dictation and prepare electronic health record notes for review and signing; assist faculty with access to medical records and related materials.
Manage faculty physicians’ Academic and Professional Records.
Coordinate activities such as travel, site visits, guest speakers and researchers, and attorney conferences, including planning, scheduling, logistics, and reimbursement when appropriate; serve as the primary contact through completion of arrangements.
Assist faculty with licenses, certifications, memberships, and University of Iowa and UI Health Care compliance requirements; communicate renewal dates, deadlines, and requirements.
Create and oversee multidepartmental call schedules, upload schedules, make requested edits, and communicate changes.
Procure research and lab supplies and equipment; complete ordering, receiving, and payment processes, and 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.
As needed, provide backup support for surgery scheduling, transcription, and chart control.
As needed, provide functional supervision for students or temporary staff.
Problem-solve and serve as a resource to other Neurosurgery staff members.
Perform special projects and additional tasks as assigned.