Admin Services Coordinator

Admin Services Coordinator

The University of Iowa Health Care Department of Surgery is seeking an 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, be highly confidential, and demonstrate excellent interpersonal skills in a fast‑paced environment.

• Manage the daily operations of the Division's 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 internal and external constituents to support a collaborative work environment.

100%

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

UI Health Care Medical Center University Campus

2B

“Changing Medicine. Changing Lives.” The University of Iowa Health Care Medical Center is recognized as one of the best hospitals in the United States and is Iowa's only comprehensive academic medical center and regional referral center.

• A bachelor's degree or an equivalent combination of education and experience.
• Minimum 1-year administrative experience supporting the daily operations of an office.
• Excellent written and verbal communication skills, including experience or capacity to demonstrate positive interpersonal skills with difficult personalities and with members of all levels of the organization, develop and maintain collaborative working relationships, and the ability to manage small and large group interactions.
• Ability to work both independently and respectfully collaborate with a team.
• Exceptional organizational skills, accuracy, and attention to detail, showing the ability to handle multiple tasks, establish priorities, and meet tight deadlines in situations both complex…