Admin Services Coordinator

University of Iowa•Iowa City, IA

1d•Onsite

About The Position

The Administrative Services Coordinator (ASC) functions as administrative support to the Department of Cardiothoracic Surgery faculty members. Primary duties include supporting operations, OR scheduling, planning activities, and ensuring timely flow of information to and from faculty to internal and external colleagues and constituents. The ASC may be tasked with specific projects related to the work of the faculty they support and should be proficient with details, timelines, and meeting expectations. The ASC will support the corporate mission, vision, and values of the Department of Cardiothoracic Surgery. Ability to be flexible and approach workload with collaboration and teamwork is essential. A high level of professionalism, confidentiality and independent judgment is necessary in this position. Supervision of this individual will be from the Department Administrative Officer. Department Summary: The UI Department of Cardiothoracic 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. Our specialists provide critical surgical support among comprehensive, multidisciplinary teams.

Requirements

A bachelor’s degree or an equivalent combination of education and experience is required.
1 to 2 years recent and relevant administrative experience supporting executives or leaders in a large organization.
Experience working independently to manage multiple projects and programs at a time. Ability to assess priorities and set/achieve goals.
Excellent written and verbal communication skills. Ability to independently draft correspondence at an executive level. Ability to collaborate and communicate professionally to a variety of audiences.
Proficiency in Microsoft office programs including Excel, Power Point, Office, and Word.
Strong interpersonal skills and the ability to work effectively with a wide range of constituencies.
Strong attention to detail and the ability to meet tight deadlines in situations both complex and sensitive in nature.
Availability and flexibility to work outside of regular business hours as needed.

Nice To Haves

Experience using EPIC.
Knowledge of University of Iowa policies, procedures, IT services and standards.
Demonstrated experience developing, writing, and editing engaging content for social media and online platforms.
Experience using healthcare software and database systems to track compliance.
Previous experience in academic medicine administration or support.

Responsibilities

Provide all aspects of high level, confidential, administrative support to faculty and APPs, which includes calendars, financial, strategic, personnel, and other highly sensitive information.
Provide Operating Room scheduling throughout the Department of Cardiothoracic Surgery.
Establish and maintain employee schedules in ELMS.
Add on-call in ELMS monthly for floor APPs.
Prepare reports and monitor OR utilization.
Maintain computer inventory for the department.
Develop and maintain physical and electronic filing systems.
Processes requisitions.
Coordinate preparation and distribution of standard reports.
Departmental liaison for internal and external partners in the interpretation of policies, procedures, and projects.
Responsible for the credentialing and onboarding process for APPs.
Assist with reviewing and submitting travel and general expenses for the department.
Collaborate with Departmental Finance teams to monitor faculty and APP spending in a variety of contexts.
Plan and execute monthly, department community building events.
Plan and create annual department newsletter.
Execute workload needed to facilitate strategic planning and forward progress of plans throughout the Department of Cardiothoracic Surgery.
Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
Respond to internal and external requests concerning Department services and personnel.
Prepare agendas and identifies meeting participants.
Collect, prepare, and distribute briefing materials.
Ensure appropriate follow-up actions are taken.
Initiate subsequent follow-up meetings and communication for key stakeholders across the mission elements.
Independently draft complex correspondence and communications to both internal and external recipients on a variety of topics as needed.
May perform other duties as assigned.