Admin Services Coordinator Radiation Oncology

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.

The person in this role will provide executive level secretarial support for Director of Medical Physics Clinical Department Administrator and Clinical Faculty. They will coordinate complex calendars and meetings with executive staff and external entities pertaining to ongoing medical physics projects clinic administration faculty projects clinical procedures and human resources relating to Radiation Oncology technical and clinical initiatives and operations. A high level of discretion is required in obtaining and providing factual and confidential information requiring administrative knowledge of Radiation Oncology and Medical Physics as well as other departmental and institutional operations. Duties involve the use of specialized scheduling software Microsoft office applications and payroll tracking system.

Maintain effective working relationships with faculty staff students and the public.

Serve as primary contact to faculty staff students alumni and public concerning inquiries or complaints requiring interpretation of policies procedures and programs in the Department of Radiation Oncology.

Provide administrative support for the daily operation for Director of Medical Physics division Clinical Department Administrator and Faculty in the Department.

Coordinate Faculty absences getting calendars closed including clinic schedules and assisting with getting coverage for their absences.

Coordinate and manage faculty administrative schedules clinical schedules and procedure schedules and handles related communications with a high level of confidentiality exercising discretion and judgement and critical thinking skills.

Compose and manage related communications including credentialing of physicians licensure certification curriculum vitae patient communications emails and mailings requiring a high level of confidentiality attention to details excellent organizational skills and effective written verbal and interpersonal communication skills.

Manage administrative and clinical schedules for Director of Medical Physics division and assigned faculty requiring judgement in determining meeting needs discretion related to calendar activities prioritization of appointments synthesizing multiple electronic calendar systems and review calendar in advance to identify conflicts rescheduling as necessary. Includes scheduling meetings in person and via zoom.

Provide initial telephone coverage responding to visitor faculty staff and patient inquiries demonstration a knowledge of the assigned and related work areas obtain and provide information toward inquires appropriately.

Sort distribute and process incoming and outgoing Department mail.

Manage Epic In Basket and Communication Manager. Process confidential patient information in EPIC. Assists in providing patient records to outside facilities.

Make travel arrangements for Director of Medical Physics Faculty and Staff including hotel reservations conference registration airfare coordinating planning and interpreting policies and procedures prepares and submits travel expense forms and expense vouchers for meeting and outreach clinics.

Serve as a member of the Department of Radiation Oncology administrative support team and provide backup coverage to team members as needed.

Work in many programs including ELMS ERMA Mosaiq EPIC Microsoft office applications.