Admin Services Coordinator

Position Summary

The Administrative Services Coordinator (ASC) functions as administrative support to the Department of Cardiothoracic Surgery faculty duties include supporting operations and planning activities and ensuring timely flow of information to and from faculty to internal and external colleagues and 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 to be flexible and approach workload with collaboration and teamwork is essential.A high level of professionalism confidentiality independent judgment and inclusion is necessary in this of this individual will be from the Clinical Department Administrator.

Position Responsibilities

• Provide all aspects of high level confidential administrative support to faculty which includes financial strategic personnel and other highly sensitive information.
• 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 full appointment/reappointment processes for all clinical adjunct faculty.
• Responsible for the credentialing process for all clinical adjunct faculty.
• Assist with reviewing and submitting relocation and recruitment expenses in partnership with Departmental Human Resources.
• Collaborate with Departmental Finance teams to monitor Department spending in a variety of contexts (welcome evening for trainees annual holiday dinner event divisional events etc).
• Execute workload needed to facilitate strategic planning and forward progress of plans throughout the Department of Cardiothoracic Surgery.
• Provide backup OR scheduling throughout the Department of Cardiothoracic Surgery.
• Prepare patient satisfaction reports review patient comments and disseminate to appropriate faculty Division Directors and administrative leadership.
• Prepare presentations and talking points for faculty in relation to departmental academic and organizational priorities.
• Understand organizational policies and procedures necessary to ensure appropriate decisionmaking 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 followup actions are taken.
• Initiate subsequent followup 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.

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.

Percent of Time:100
Schedule:7:30am 4:30pm or 8:00am 5:00pm. Hybrid/remote work available one day/week.
Location:UIHC Main campus
Pay Grade:2B position is eligible forhybridwork within Iowa and will require a work arrangement form to be completed upon the start of your employment. Per policy work arrangements will be reviewed annually and must comply with theremote work program and related policiesandemployee travel policy when working at a remote location.