Administrative Services Coordinator, Office of the Patient Experience

University of Iowa•Iowa City, IA

12h•Onsite

About The Position

The Office of the Patient Experience at UI Health Care has an opening for a full-time Administrative Services Coordinator. The Administrative Services Coordinator contributes to the success of the Office of the Patient Experience (OPE) by providing administrative support to daily operations. Responsibilities include providing reports and information, maintaining databases and reports, monitoring workload, coordination of meetings and special projects, monitoring appropriateness of expenditures, coordinating and sharing changes in policies and procedures, and providing exceptional customer service to internal and external customers. Administrative responsibilities for this position require a high level of discretion, confidentiality, and professionalism. The successful candidate must be highly organized, have strong communication skills, a high level of technical computer expertise, excellent customer service/service recovery skills, be a team player and be willing to go the extra mile to ensure all functions are completed in timely and professional manner. Must be able to manage multiple priorities and have strong problem-solving and critical decision-making skills. Direction is received from the Support Services Supervisor/Manager, Office of the Patient Experience.

Requirements

A bachelor’s degree or equivalent combination of education and experience
Office administration experience (typically 6 months to 1 year) and the demonstrated ability to carry out ongoing office administration effectively and efficiently
Demonstrated proficiency in Microsoft Office Suite (including Outlook, Word, Power Point and Excel)
Demonstrated excellent written and oral communication skills
Demonstrated high level of organizational skills, task flexibility, and ability to multitask effectively
Demonstrated ability to manage multiple concurrent objectives, projects, or activities, making effective judgments as to prioritizing and time allotment
Demonstrated high attention to detail and problem-solving skills

Nice To Haves

Experience managing and abstracting large amounts of data
Customer Service Experience
Experience with Tableau
Familiarity with University Workflow, Procurement Card, ProTrav, E-Pro, and E-Deposit systems
Previous experience coordinating training events or educational programs
Some knowledge of University of Iowa policies and procedures
Prior experience in an academic medical center

Responsibilities

Providing reports and information
Maintaining databases and reports
Monitoring workload
Coordination of meetings and special projects
Monitoring appropriateness of expenditures
Coordinating and sharing changes in policies and procedures
Providing exceptional customer service to internal and external customers
Serves as primary contact for the Office of the Patient Experience (OPE); screens incoming phone calls, emails and walk-ins; answers common questions; triages more complex calls and inquiries to the appropriate person to ensure a prompt response
Prepares and administers correspondence and maintains program records (meeting minutes, reports, etc.) in an organized manner for easy retrieval to document program development, projects, and events
Utilizes MS Office Suite programs such as Outlook, Word, Power Point, and Excel for data and communications, including maintenance of leadership calendars
Utilizes EPIC electronic medical record and other resources as necessary to support departmental needs
Monitors and orders Program or departmental supplies
Initiates Purchase Orders, P-Requisitions, e-Deposits, and Travel Expense Vouchers as needed
Schedules internal and external appointments, events and meetings as requested, including identifying room locations, sending out of meeting planners, and identifying scheduling conflicts and rescheduling as needed
Coordinates travel arrangements for faculty and staff; prepares travel requests and expense vouchers
Assists in coordination of meetings, as well as educational forums and programs, web-based conferences and seminars, and other special projects as needed; takes meeting minutes, coordinates registrations, makes appropriate room arrangements and food orders, confirms speakers, coordinates continuing education credits and program evaluations, etc. as needed
Assists in policy creation or policy updates based on customer input
Maintains effective working relationships with faculty, staff, patients, visitors, volunteers and students
Assists with preparing reports and data
Performs other duties as assigned