Admin Services Coordinator Department of Surgery

The University of Iowa Health Care Department of Surgery is seeking two Admin Services Coordinator to provide administrative support for the daily operations of the department. This position will be responsible for schedules/calendars coordinating travel and acting as primary point of contact with patients/family faculty and staff.

The ideal candidate will exercise independent judgement recognize the need for a high level of confidentiality and demonstrate excellent interpersonal skills while facilitating a positive atmosphere in a highly visible fast-paced environment. They will demonstrate excellent interpersonal skills and ability to interact with internal and external constituents while facilitating a positive atmosphere in a highly visible fast-paced environment. Staff member will engage in occasional contact with UI Health Care the University of Iowa and CCOM administration.

Job Duties Include:
Manage the daily operations of the Divisions faculty members.
Manage schedules and calendars for division faculty residents and staff including confidential meetings which are complex in nature.
Schedule internal and external meetings conferences and events; prepare and distribute agendas; record attendance and prepare detailed minutes.
Coordinate and manage faculty travel logistics including registration airfare lodging and reimbursements; reconcile and manage P-card for related purchases.
Evaluate and prioritize requests exercising discretion and judgment when providing confidential information to appropriate parties.
Serve as the primary contact for inquiries from patients faculty and staff; respond to questions or appropriately redirect inquiries.
Manage coordination of specialized projects activities and events appropriateness of expenditures contract requirements and changes in policies and procedures. Track projects and deadlines for division faculty and APP staff.
Manage requests from outside attorneys who need to meet with division faculty.
Manage CME setup and tracking for accredited meetings.
Manage division usage of Qgenda including coordination of institutional partners in continuing integration of Qgenda with other existing platforms.
Initiate HR transactions at the request of others and provide basic guidance and information related to HR policies and procedures
Participate in the interview process for new support staff and assist during the orientation and training of new support staff hires into the Department of Surgery divisions.
Initiate purchasing requests of supplies for Division of Gastrointestinal Surgery faculty and staff.
Monitor accounts and expenditures; initiate and track purchasing and financial transactions in alignment with departmental and university guidelines.
Establish project and submission timelines remind contributors regularly and work to meet deadlines edit and proof.
Serve as patient contact for information regarding FMLA and short-term disability paperwork and serve as point of contact for patients employers or insurance agencies that have questions or concerns regarding patient paperwork.
Review office procedures routines and make recommendations for revisions or initiation of new procedures.
Provide backup coverage for other divisional secretaries during absences.
Maintain effective communication with interna and external constituents to support a collaborative work environment.

Percent of Time: 100%

Schedule: Monday through Friday 8:00 am to 5:00 pm

Location: UI Health Care Medical Center University Campus

Pay Grade: 2B

The University of Iowa Health Care Medical Centerrecognized 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.