Admin Services Coordinator - Dept of Surgery - Gastrointestinal Surgery
University of Iowa

Job Info

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This position will be primary administrative support for the Division of Gastrointestinal Surgery within the Department of Surgery. Demonstrates 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. Exercise independent judgement and recognize the need for a high level of confidentiality.

• Manage the daily operations of the Division of Gastrointestinal Surgery's faculty members. Demonstrates extensive proficiency in carrying out ongoing office administration tasks effectively in support of a large, complex office.
• Manage schedule for division faculty including confidential meetings which are complex in nature, requiring coordination and discretion of calendar activities and prioritization of appointments including call schedule, and coordinating with clinical staff for clinical obligations.
• Manage multiple concurrent objectives, project groups, and activities, making effective judgements as to prioritizing and time allocation. Demonstrate use of problem-solving skills and display a high attention to detail. Support the daily operation of the office, project, or program.
• Provide assistance and guidance as requested to faculty members on policies and procedures.
• Manage correspondence, organize documents, and maintain files.
• Answer telephones, take messages, and route calls to applicable staff.
• Serve as the primary contact for the Division of Gastrointestinal Surgery inquiries and/or requests.
• Open, distribute, and process divisional mail; compose and send correspondence and in-person communication to answer questions and inquiries or refer to appropriate other areas for assistance.
• 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.
• Coordinate with outside vendors to setup in-service Zoom meetings and onsite demonstrations.
• Manage requests from outside attorneys whom need to meet with division faculty.
• Manage CME setup and tracking for accredited meetings.
• Step into a leadership role to carry out administration tasks independently, effectively, and efficiently in support of individuals, teams, and/or units.
• Demonstrate working knowledge of and ability to apply communication techniques (including listening skills) and relationship building skills to work with a variety of individuals and groups in a constructive and collaborative manner.
• Adjust and adapt to new changing assignments, processes, people, and priorities as organizational needs dictate.
• Manage division usage of QGenda, including coordination of institutional partners in continuing integration of QGenda with other existing platforms.
• Evaluate and prioritize requests and exercise discretion and judgement in providing confidential information to appropriate parties.
• Backup coverage for other divisional secretaries during absences.
• Initiate purchasing requests of supplies for Division of Gastrointestinal Surgery faculty and staff.
• Process faculty requests for reimbursement of travel expenses, along with any additional out of pocket expenses they may incur.
• Reconcile and manage P-Card monthly and ensure all expenses are accounted for.
• Monitor expenditures with the faculty's professional development funds, ensuring they don't go over their allotment.
• Coordinate travel, including flight arrangements, hotel reservations, car rental, and meeting registrations.
• Other duties as assigned.

Percent of Time: 100%

Schedule: Monday through Friday, 8:00 am to 4:30 pm.

Location: UIHC Main Campus

Pay Grade: 2B

Benefit 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. For more information on benefits, please visit: UIHC Benefits.

Required Qualifications:

• A bachelor's degree or an equivalent combination of education and experience.
• Minimum of 1 year of administrative experience supporting the daily operations of an office in a healthcare setting.
• Excellent written and verbal communication skills, as well as the ability to manage small and large group interactions.
• Exceptional organizational skills, showing the ability to handle multiple tasks, establish priorities, and the ability to meet tight deadlines in situations both complex and sensitive in nature.
• Proficiency in use of Microsoft Office applications including Outlook, Access, PowerPoint, Excel, Teams, and Word.
• Ability to compose communications and grammatically correct documents in a concise, logical, and organized manner.

Highly Desired Qualifications:

• 3+ years of related administrative or program experience supporting the daily operations of an office in a healthcare setting.
• Demonstrated experience working with confidential projects using discretion and independent judgement.

Desired Qualifications:

• Previous experience working with University accounting, P-Card, and travel systems as well as billing and payment tracking.
• Knowledge of University policies, procedures, and regulations.

Application Process: In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission:

• Resume
• Cover Letter

Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. Up to 5 references will be requested at a later step in the recruitment process. This position is not eligible for University sponsorship for employment authorization. For additional questions, please contact Katie Pontious at (319) 384-6144 or Katie-Pontious@uiowa.edu.

Additional Information

• Classification Title: Admin Services Coordinator
• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: On Campus

Compensation

• Pay Level: 2B

Contact Information

• Organization: Healthcare
• Contact Name: Katie Pontious
• Contact Email: Katie-Pontious@uiowa.edu

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