Administrative Services Coordinator

  • University of Iowa Health Care
  • Iowa City, IA, USA
  • Oct 06, 2021
Full Time Administration/Operations

Job Description

University of Iowa Health Care Department of Internal Medicine, Division of General Internal Medicine is seeking a Administrative Services Coordinator to contribute to the success of the daily operations of the Division of General Internal Medicine, including providing administrative support responsibilities for the IRL General Internal Medicine Clinic Director and ambulatory providers including managing schedules, correspondence, travel arrangements, and support. Duties to include:

Operational Support and Management:

Make decisions and exercise a high level of autonomy while performing administrative support responsibilities for the Division of General Internal Medicine's Iowa River Landing Ambulatory Care Clinic, including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements.

May require advanced knowledge and expertise in specific office, project, or program to provide administrative/ operational support and management.

Make decisions and exercise a high level of autonomy while typically performing administrative support/management responsibilities for faculty and the Advanced Practice Providers of the Clinic as well as the Clinic Director, including managing schedules, correspondence, distribution and routing of patient-related materials, triaging phone calls, license renewals and completing purchases and travel arrangements. Provide assistance to other division faculty and staff as needed.

Build, maintain, and coordinate faculty, APP, and resident clinic schedules for the IRL General Internal Medicine Clinic. Collaborate with PAC representatives to accommodate changes in clinic schedules. Enter schedules and schedule updates into QGenda, SmartWeb (on-call schedule only), and Outlook calendars. Post monthly schedules to The Point. Help arrange coverage for provider absences, ensure timely communication with PAC representatives about these absences, and complete QGenda workflows.

Initiate routine facilitates management and surplus requests.

Perform other duties as assigned.

Human Resources (HR):

Initiate HR transactions at the request of others such as time-off requests. Submit time off requests into QGenda and ELMS.

May exercise knowledge of HR policies and procedures and provide basic guidance and advice.

Financial Responsibility:

Initiate purchasing requests for conference food, office supplies and medical equipment as needed.

Initiate and complete purchasing and travel requests, licensure renewal, and reimbursements for assigned faculty and APPs. Ensure funding is secured and documented as appropriate.

Monitor accounts/expenditures; reconcile statements and ensure compliance with departmental and university deadlines.

Strategic Planning:

May assist in the coordination/preparation of strategic plans in support of the Clinic Director, Division Coordinator & Administrator.

Information Management:

Serve as the primary contact for the IRL General Internal Medicine Clinic by providing information and responding to inquiries. Gather and provide information using available resources.

Communications Management:

Prepare and administer correspondence. Serve as liaison to faculty, staff, students, alumni and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs. May serve as primary contact for building maintenance and facilities management.

Work with the Clinic Director to prepare agendas and minutes for IRL Faculty Meetings and ensure timely distribution.

Percent of Time: 100%

Salary: $37,063Commensurate

Benefits 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 about Why Iowa?, click here

The University of Iowa offers a generous benefits package, including paid vacation and paid sick leave. Complete information regarding the full benefits package may be viewed at: .

Education Required:

A Bachelor's degree or an equivalent combination of education and experience is required.

Experience Requirements:

Six months of administrative experience in a healthcare setting is required.

Excellent customer service, public contact and written/verbal communication skills are required.

Proficient skills in computer software applications such as Microsoft Word, Excel, PowerPoint and Adobe Acrobat is required.

Experience researching and preparing reports, conducting data entry, and document editing is required.

Commitment to and ability to foster diversity, equity and inclusion in the work or academic environment is required.

Desirable Qualifications:

Experience verifying funds, reconciling accounts, and processing reimbursements is desired.

Prior experience building, overseeing, and managing clinical schedules, including faculty, APPs, residents, medical students, and learners is highly desirable.

Prior experience and proficiency in QGenda, Epic, ELMS, and UI systems such as Pro-Trav, SmartWeb, and The Point is desired.

Knowledge of University of Iowa Health Care policies and procedures is desirable.

Experience within the past 5 years in an academic and/or office environment is desirable.

Application Process: In order to be considered, applicants must upload a resume, cover letter and 3 references that clearly address how they meet the listed required and desired qualifications of this position.

Job openings are posted for a minimum of 14 calendar days.

Successful candidates will be subject to a criminal background check.

The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, national origin, age, sex, pregnancy, sexual orientation, gender identity, genetic information, religion, associational preference, status as a qualified individual with a disability, or status as a protected veteran.