Administrative Services Coordinator - UI Heart and Vascular Center
Administrative Services Coordinator - UI Heart and Vascular Center
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Job Description
No Nights Weekends or Holidays!
The Heart and Vascular Center Clinic is looking for someone to provide essential operational and communications support in order to contribute to the success of our clinic and administrative team. This role will manage calendars coordinate events support clinical initiatives and ensure smooth day-to-da operations. The role will also play a key role in onboarding new staff working with leadership to maintain compliance and handle purchasing and financial reconciliation.
We are the best heart hospital in Iowa.
UI Heart & Vascular Center is recognized by U.S. News & World Report as the best hospital in the state for cardiology and heart surgery patient care. The best hospitals nationally received this rating based on patient outcomes number of high-risk patients seen patient experience advanced clinical technologies and more.
Position Responsibilities
- Monitor and ensure staff compliance with required certifications education and institutional deadlines.
- Exercise a high level of autonomy and maintain confidentiality while performing administrative support for HVC administrative and/or managerial team(s) regarding sensitive operational financial personnel and business matters.
- Coordinate HVC special events (i.e. employee recognition town halls etc.). May include attendance tracking space reservation food purchase and set up/tear down of events.
- Provide calendar management/support to HVC administrative and/or managerial team(s). Schedule edit and/or rearrange meetings as directed. Secure space location coordinate and distribute agenda and create and distribute meeting minutes in a timely manner.
- Assist with HVC purchasing (i.e. office supplies equipment etc.) and asset/inventory management.
- Provide support to the HVC administrative and managerial teams for items such as (but not limited to) managing schedules creating/distributing correspondence and making travel arrangements.
- Determine staff assignments based on clinic need; including staff schedule daily staffing (sign-offs) and staff adjustments based on various clinic volumes
- Maintain provider templates; including but not limited to closures add-ons adjustments overbooks etc. and reports discrepancies to supervisor
- Coordinate provider schedules (Master schedules daily templates and clinic closures)
- Serve as HVC point person for clinic and hospital-wide accreditation
- May perform other duties as assigned
Actively participate in the onboarding of new hires/transfers. Coordinate the set-up of office and/or clinical workspace. Collaborate with HVC-HR and managers to ensure timely completion of mandatory compliances for designated clinical units/staff. May assist with generating reports and distributing regular status updates. Perform timely review and audit of ELMS for designated units/staff. May supervise clerical support staff and/or student/temporary staff as directed. - Maintain and reconcile designated PCard. Gather invoices/receipts assign expenses to the appropriate account and submit for review by established deadline.
- Initiate purchase requests for supplies and equipment. Monitor accounts/expenditures. Reconcile statements.
- Audit HVC travel expense vouchers. Review submitted expenses for appropriateness ensure required receipts and documentation are included and submit for further review by established deadline.
- Assist with cash handling procedures (act as cash collection point cashier and/or deposit preparer as needed/required.
- Ensure compliance with all related policies and procedures.
- Serve as a primary contact for the project program unit or Center by providing appropriate information and timely response to inquiries.
- Serve as a point of contact for PCard and travel.
- Act as knowledgeable resource while assisting with inquiries. Provide training as needed/directed.
- May serve as primary contact for building maintenance and facilities management and requests.
- Maintain a professional and helpful manner in all communications.
- Distribute information policies and procedures related to HVC administration or managerial teams.
University of Iowa Health Carerecognized as one of the best hospitals in the United Statesis Iowas only comprehensive academic medical center and a regional referral center. Each day more than 12000 employees students and volunteers work together to provide safe quality health care and excellent service for our patients. Simply stated our mission is: Changing Medicine. Changing Lives.
Education Requirement
- Bachelors degree in business administration/management or an equivalent combination of education and experience is required.
Experience Requirement
- 1-3 years of experience providing support to clinical operations within a health care setting.
- 1-3 years of experience providing customer service.
- Demonstrates excellent organizational skills with the clear ability to prioritize tasks/assignments meet deadlines maintain professionalism and provide appropriate support to matters of complex and confidential nature.
- Ability to successfully collaborate within a multi-disciplinary team and/or across departments.
- Demonstrates proficiency in use of Microsoft Office applications (Outlook PowerPoint Excel and Word).
Desired Qualifications
- Experience working with confidential tasks using discretion and independent judgement.
- Knowledge of University policies and procedures.
- Working knowledge of EPIC.
- Experience planning and/or organizing meetings and group events and serving as a liaison is desirable.
- Knowledge of University procurement and travel policies is desirable.
In order to be considered for an interview applicants must upload the following documents and mark them as a Relevant File to the submission:
- Resume
- Cover Letter
Job openings are posted for a minimum of 14calendar days and may be removed from posting and filled any time after the original posting period has ended.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.Up to 5 professional references will be requested at a later step in the recruitment process.
For additional questions please contact Jordan Adam ator .
Required Experience:
IC
Employment Type
Full Time
