Administrative Services Coordinator - Perioperative Services

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.

Position Specific Summary:

The Administrative Services Coordinator Perioperative Services will provide executive level administrative support. Perform complex administrative and financial work involving recurring contact with deans directors department heads and public and private officials.

• Develop and maintain tracking systems for the individual units and divisional roll-up.
• Complete special projects and other administrative responsibilities requiring discretion independent judgement and a high degree of customer services.
• Position requires a high level of autonomy including critical thinking skills planning organizing and monitoring daily activities.

Responsibilities will include but are not limited to:

• Manage complex schedules for high-level administrators requiring judgment in determining meeting needs discretion of calendar activities and prioritization of appointments
• Collect tabulate and analyze data to prepare periodic reports
• Coordinate daily divisional operations related to remodeling projects or changing out of equipment. Track when rooms will be open and schedule with the appropriate individuals doing the work
• Coordinate divisional specific staff recognition activities such as specific professional week recognition including but not limited to planning the event(s) tracking expenses ordering food and give-a-ways and publicizing the event. Submit staffing numbers for hospital-wide events and distribute associated tickets
• Review and make recommendations to the nursing director for recognition opportunities including budget projections and potential return on investment
• Coordinate divisional in-services and annual compliances and competency testing. Provide support to the divisional nursing practice leaders
• Review mandatory compliances and follow-up with nursing leadership to ensure they are signed up for and complete BLS ACLS PALS or other mandated training before current certification expires
• Develop and distribute meeting agendas take minutes at staff meetings and distribute after sessions are held
• Cross coverage from Clk IV OR scheduler for absences
• Responsible for assisting with ELMS schedules (review publish)
• Monitor supervisors note sheets and provide support to NM for payroll entries along with staffing clerk
• Role in the attendance initiative: in addition to other ELMS reports pull unplanned absence report from ELMS review and evaluate with nursing leadership
• Collaborate with the nursing recruitment team to review divisional recruitment and develop recruitment strategies
• Assist leadership teams with annual performance evaluation tracking as needed/requested
• Monitor account expenditures identify irregularities and recommend corrective action
• Review divisional monthly expenditures and provide report to the nursing director on status of expenditures to budget
• Review daily staffing reports identify reasons for discrepancies and share analysis with nursing director
• Contribute ideas and participate in the development of the strategic plan for the Department of Perioperative Services
• Determine data points to be tracked and develop methods to capture the data to measure plan outcomes and results
• Develop and revise departmental informational materials for distribution such as educational pamphlets patient welcome and discharge packets welcome packets for staff and floats and Power Point presentations
• Evaluate requests and exercise discretion and judgment in providing confidential information to appropriate parties
• Review revise and develop office policies and procedures
• Perform functions ensuring a high level of customer service including communication and organizational skills
• Develop and distribute posters for staff development opportunities and recruitment events
• Draft weekly updates to staff. Assist with policy review and revisions
• Assist the nursing director with calendar and coordination of meetings and activities for the division. Support nursing director in preparing agendas and supporting information needed for meeting discussion
• Compose draft correspondence for the nursing director requiring discretion and judgment
• Communicate disseminate and present information to the Perioperative leadership team
• Manage 16 FTE Clerical Staff for POD

Percent of Time: 100%
Schedule: Day shift Monday-Friday (0800-1630)
Location: General Hospital (GH)
Pay Grade: 2B Highlights:

• Regular salaried position located in Iowa City Iowa
• Fringe benefit package including paid vacation; sick leave; health dental life and disability insurance options; and generous employer contributions into retirement plans
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