Administrative Services Coordinator - Urology

UIOWA • Iowa City, IA

3d • Hybrid

About The Position

Provide executive level administrative support for assigned Department of Urology faculty, including clerical, office administration, and communications support and information management. This position requires a high level of independent thinking and judgement and is responsible for effective department wide communication and assisting in department initiatives. Perform administrative work such as composing correspondence, compiling specialized reports, and obtaining and providing information requiring interpretation of the policies and procedures of both the assigned and related work areas. This position is eligible for a combination of on-campus (UI Health Care) and remote work. Remote work must be performed at an offsite location within the state of Iowa. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location. Work arrangement options will be discussed during the hiring process. Maintain effective working relationships with and serve as contact for faculty, staff, students, public. Serve as liaison to faculty, staff, students, alumni and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs. Make decisions and exercise a high level of autonomy while performing administrative support responsibilities for the Department of Urology, including initiating purchasing requests, supply orders, preparing specialized reports. Compose and manage related communications including licensure, letters, curriculum vitae, patient correspondence, emails, and mailings, requiring a high level of confidentiality, attention to detail, excellent organizational skills and effective written, verbal, and interpersonal communication skills Manage complex clinical/surgical schedules for assigned faculty, requiring judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments and synthesizing multiple electronic calendar systems. Provide initial telephone and reception coverage, responding to visitor, faculty, staff, and patient inquiries, demonstrating a knowledge of the assigned and related work areas; obtain and provide information; forward inquiries appropriately. 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. Make travel arrangements for faculty and staff, including hotel reservations, conference registrations, airfare, coordinating, planning, and interpreting policies and procedures; prepares and submits travel request forms and expense vouchers Reconcile monthly P-card statements in compliance with Accounts Payable office guidelines. Serve as a member of the Department of Urology administrative support team and provide backup coverage to other members during absences. Other duties and responsibilities as assigned.

Requirements

• Bachelor’s degree or an equivalent combination of education and experience.
• Minimum 1 year of related administrative support.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrate careful attention to detail and accuracy, strong organizational skills, and ability to handle multiple tasks quickly and effectively, proactively establish priorities and meet deadlines.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).

Nice To Haves

• Previous experience providing administrative and faculty support in a college/university and/or healthcare setting within the last 5 years.
• Working experience with EPIC and/or electronic medical record system(s).
• Previous experience working with ProTrav is highly desirable.
• Knowledge of University of Iowa policies and procedures.

Responsibilities

• Provide executive level administrative support for assigned Department of Urology faculty.
• Perform administrative work such as composing correspondence, compiling specialized reports, and obtaining and providing information requiring interpretation of policies and procedures.
• Maintain effective working relationships with and serve as contact for faculty, staff, students, public.
• Serve as liaison to faculty, staff, students, alumni and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs.
• Initiate purchasing requests and supply orders.
• Prepare specialized reports.
• Compose and manage related communications including licensure, letters, curriculum vitae, patient correspondence, emails, and mailings.
• Manage complex clinical/surgical schedules for assigned faculty.
• Provide initial telephone and reception coverage, responding to visitor, faculty, staff, and patient inquiries.
• Make travel arrangements for faculty and staff.
• Reconcile monthly P-card statements.
• Serve as a member of the Department of Urology administrative support team and provide backup coverage to other members during absences.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level