Administrative Services Coordinator, Office of the Patient Experience

The Office of the Patient Experience at UI Health Care has an opening for a full-time Administrative Services Coordinator. The Administrative Services Coordinator contributes to the success of the Office of the Patient Experience (OPE) by providing administrative support to daily operations.

Responsibilities include providing reports and information maintaining databases and reports monitoring workload coordination of meetings and special projects monitoring appropriateness of expenditures coordinating and sharing changes in policies and procedures and providing exceptional customer service to internal and external customers. Administrative responsibilities for this position require a high level of discretion confidentiality and professionalism.

The successful candidate must be highly organized have strong communication skills a high level of technical computer expertise excellent customer service/service recovery skills be a team player and be willing to go the extra mile to ensure all functions are completed in timely and professional manner. Must be able to manage multiple priorities and have strong problem-solving and critical decision-making skills. Direction is received from the Support Services Supervisor/Manager Office of the Patient Experience.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

Information Management/Communications Management:

• Serves as primary contact for the Office of the Patient Experience (OPE); screens incoming phone calls emails and walk-ins; answers common questions; triages more complex calls and inquiries to the appropriate person to ensure a prompt response.

• Prepares and administers correspondence and maintains program records (meeting minutes reports etc.) in an organized manner for easy retrieval to document program development projects and events.

• Utilizes MS Office Suite programs such as Outlook Word Power Point and Excel for data and communications including maintenance of leadership calendars.

• Utilizes EPIC electronic medical record and other resources as necessary to support departmental needs.

Financial Responsibility:

• Monitors and orders Program or departmental supplies.
• Initiates Purchase Orders P-Requisitions e-Deposits and Travel Expense Vouchers as needed.

Operational Support:

• Schedules internal and external appointments events and meetings as requested including identifying room locations sending out of meeting planners and identifying scheduling conflicts and rescheduling as needed.
• Coordinates travel arrangements for faculty and staff; prepares travel requests and expense vouchers.
• Assists in coordination of meetings as well as educational forums and programs web-based conferences and seminars and other special projects as needed; takes meeting minutes coordinates registrations makes appropriate room arrangements and food orders confirms speakers coordinates continuing education credits and program evaluations etc. as needed.
• Assists in policy creation or policy updates based on customer input.
• Maintains effective working relationships with faculty staff patients visitors volunteers and students.
• Assists with preparing reports and data.
• Performs other duties as assigned.

Percent of Time: 100% (full-time)

Work schedule: Some flexibility between the hours of 7:00 AM and 5:00 PM Monday through Friday

Location: This position is located at the UI Health Care Medical Center on the University Campus at 200 Hawkins Drive in Iowa City IA.

Pay Level: 2B. Starting salary will be based on applicant qualifications and relevant experience. To view the entire range for salary level 2B: Professional and Scientific Pay Structures University Human Resources - The University of Iowa

Benefits Highlights: Fringe benefit package including paid vacation; sick leave; health dental life and disability insurance options; and generous employer contributions into retirement information regarding the full benefits package may be viewed at: of the Patient Experience website: Office of the Patient Experience University of Iowa Health Care