Assistant Department Administrative Officer - Dept. of Surgery

UIOWA•Iowa City, IA

11h•Onsite

About The Position

The role oversees clinical operations and assists with financial management within the Department of Surgery and affiliated UI Health Care clinics. The position drives continuous improvement efforts across the Department of Surgery clinic and OR footprint through objective, data-driven methods. This role advises on expense allocations, sponsored projects, and resource needs, while advocating for additional staffing and equipment. The role collaborates with clinic and OR leadership to optimize staffing models, ensure compliance, and implement service excellence initiatives. Additional duties include supporting faculty hiring, managing patient satisfaction strategies, and serving as liaison for coding, compliance, and scheduling. This position requires strong leadership, collaborative approach, financial acumen, and the ability to coordinate across multiple units to enhance patient care and operational efficiency.

Requirements

Master’s degree in Business Administration, Nursing or Hospital and Health Administration or equivalent combination of education and experience
At least three (3) years of comprehensive progressive healthcare leadership/administrative experience.
Expertise in financial management, data analysis, practice management, and human resources
Experience with budget management (e.g., regular use of institutional financial reports to manage to monthly and annual targets)
Demonstrated ability to lead change
Excellent written and verbal communication skills
Strong interpersonal skills and high emotional intelligence
Professional job-related experience fostering or promoting a welcoming and respectful work/academic environment where people of all backgrounds and perspectives feel welcomed and appreciated; or demonstrated the ability to do so.

Nice To Haves

Previous clinic management experience.
Previous experience in an academic medical center
Previous experience in the administration and management of clinical settings
Demonstrated results in improving patient satisfaction levels
Demonstrated results in improving clinical operations
Experience managing in a matric reporting and unionized environment

Responsibilities

Hire staff, and supervise members of the clinical operations and business operations teams.
Advise on expense allocations, sponsored projects and clinical operations questions.
Assign tasks, develop goals and provide feedback as necessary.
Investigate, develop, and drive clinical continuous improvement efforts for the Department of Surgery clinic and OR workflows.
Participate in the hiring process for both faculty and P&S/Merit/SEIU positions by providing financial information and data and participating in the interview process, make recommendations.
Develop annual reviews for team members, monitor compliances for team and work to address any concerns or areas of growth.
Advocate for additional resources within the Department of Surgery, UI Health Care Surgery Specialty Clinic, and UI Health Care Plastics Clinic.
Work with clinic leadership team to manage the staffing models in conjunction with budgetary information.
Supports the preparation and submission of operating budget for both UI Health Care accounts as well as CCOM accounts (over 400 accounts).
Determine possible sources of funding for requests and approve purchases as needed.
Provide and act on recommendations to finance team, DEO and DAO on a regular basis.
Monitor finances and funds flow allocations monthly, assists with resolution of budget discrepancies.
Prepare and submit material reports and schedules on behalf of the Department of Surgery for the University departments as well as external partners (e.g. quarterly budgets).
Provide reports, recommendations and data to the Chair, Dean's office, Finance and Accounting and division directors.
Prepare and submit salary setting, hospital budgets and capital equipment needs for the department of Surgery.
Understand and practice lean standards for clinical operations.
Work closely with ANM regarding clinic flex budget.
Prepare and submit clinic budget annually.
Develops, plans and implements service excellence in conjunction with medical directors, ANM and other members of the clinical team.
Participate in Clinic Leadership Team (CDA, assistant nurse manager, scheduling supervisors and Medical Directors) weekly meetings, discuss and plan for staffing changes, determine needs for clinic resources.
Liaison to coding, compliance and scheduling regarding the Surgery Specialty Clinic.
Oversee staff compliance for C3 training as well as other quality standards.
Respond to patient complaints by determining if a CART request is appropriate, prepare and submit CART requests (pre and post service requests), prepare communications to patients needing adjustments or wanting a reply to their OPE concerns.
Participate in monthly data PAC meetings to review access and scheduling progress and issues for each of the clinics that our faculty are involved in.
Monthly meetings with billing/coding in PFS to address prior authorization and revenue cycle issues.
Oversee clinical activities and oversee work queues within the UI Health Care Surgery Specialty Clinic and UI Health Care Plastic Clinic as the designated Clinic Manager.
Work closely with Clinic Services Coordinators to make scheduling adjustments, increase/decrease provider templates and access are inline with Departmental expectations.
Provides coordination and administrative support within multiple departmental units and clinics to enhance service delivery, including but not limited to the Organ Transplant Center, the Digestive Health Center, Holden Comprehensive Cancer Center, Heart & Vascular Center, and Peds Hospital.
Collaborates as a member of the clinic leadership team with medical directors, division directors and section heads to develop, track and operationalize best practices and improved patient workflow.
Work with leaders to achieve service excellence, track patient satisfaction metrics, researching, collaborating and implementing strategise to improve patient satisfaction.
Provide guidance for questions and issues.
Assist with ad hoc staffing needs across the Department of Surgery.
Works with faculty and staff to develop and ensure positive lines of communication and promote collaboration. This includes patient care initiatives, finance and budgeting issues as well as workflow for faculty and staff.
Educates and enforces Department and Institutional policies and procedures.
Working in conjunction with ANM and CDA, process capital equipment requests, equipment maintenance within the UI Health Care Surgery Specialty Clinic and UI Health Care Plastics Clinic, and advocate to Medical Directors and UI Health Care leadership when additional resources are needed (additional staffing, additional supplies and/or equipment.)
Responds to patient complaints and develops communications to patients regarding provider onboarding and exits