Administrative Services Coordinator - Iowa Lions Eye Bank

University of Iowa•Iowa City, IA

11h•Onsite

About The Position

The Administrative Services Coordinator (ASC) for the Iowa Lions Eye Bank (ILEB) provides administrative support for senior leadership and staff at ILEB. This role performs administrative, event planning, clinical and quality assurance support, and financial/HR tasks. The position requires recurring contact with eye bank staff, surgeons, partner organizations, Department of Ophthalmology & Visual Sciences faculty and staff, vendors, service providers, patients/donor families, and the general public.

Requirements

Bachelor’s degree in Business Administration or related field, or an equivalent combination of education and experience.
Minimum 6 months to 1 year experience working in an administrative position with high volume inquiries (phone, e-mail, in-person) utilizing strong, professional customer service and multitasking skills.
Ability to anticipate needs, problems and potential issues and use judgment, foresight and problem-solving skills to troubleshoot, recommend and implement solutions.
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.
Excellent written and verbal communication skills required including ability to compose communications and grammatically correct documents in a concise, logical, and organized manner.
Proficient in computer software applications including Microsoft Office Programs.
Demonstrated proficiency learning and mastering new and/or unfamiliar software systems (i.e., iTransplant, EPIC, etc.)
Valid US driver’s license and eligibility to operate motor vehicles under university standards.

Nice To Haves

Three years+ administrative support experience in a healthcare and collegiate setting.
Three years+ support experience with multiple calendar and scheduling management.
Experience planning and/or organizing meetings and group events.
Experience with purchasing and receiving of resources & supplies.
Knowledge of University of Iowa policies and procedures.

Responsibilities

Maintain effective working relationships with and serve as primary contact for all staff, ILEB partners, surgeons, vendors, courier services, and other constituents; serve as liaison with BioVentures Center staff and management.
Manage reception desk duties and inquiries from the general public; answer phone calls and in-person inquiries to ILEB, addressing concerns or directing questions to designated parties as appropriate.
Initiate and process standard forms and other documents such as supply orders, vouchers, invoices, and contract renewal requests.
Compose and manage correspondence to cornea donor families, financial donors, hospitals and surgery centers, and other partners/constituents within established guidelines.
Address miscellaneous internal and external requests directed to ILEB in a timely, professional and efficient manner, exercising discretion and judgment in providing confidential information to appropriate parties.
Maintain informational lists and databases as needed.
Manage and coordinate ordering of office supplies, printing, and other materials.
Sort, distribute, and process incoming and outgoing mail and other deliveries.
Demonstrate an ability to execute administrative tasks/decisions independently, effectively, and efficiently in support of individuals and/or teams.
Oversee Lions Club tissue transport applications; keep transport logs.
May develop and revise departmental informational materials for distribution on behalf of senior leadership.
Maintain records, obtain data, and prepare routine and special-request reports.
Perform other duties assigned.
Manage itineraries and travel arrangements for senior leadership and other staff as needed.
Coordinate and/or assist with various events including scheduling rooms, ordering food, sending invitations, etc., according to pre-determined guidelines or standards.
Assist with scheduling for senior leadership and meetings as needed, utilizing judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments and synthesizing multiple electronic calendar systems.
Track and monitor certain expenditures, notifying management and ILEB Accounting of status/concerns.
Receive and record checks and distribute to University Shared Services and UI Center for Advancement.
Provide assistance with pre-boarding and onboarding new staff.
Monitor packing slips and invoices.
Enter tissue requests into iTransplant database.
Compose and manage related communications including patient outcome letters, donor/tissue-related documents, monthly surgeon follow-up requests, emails, mailings, and other materials requiring a high level of confidentiality, attention to detail, excellent organizational skills and effective written, verbal and interpersonal communication skills.
Coordinate receipt of and storage/archiving of medical records.
Assist with quality and compliance audits as needed.
Assist in the coordination/preparation/implementation of strategic plans in support of the eye bank, staff, and medical director(s).