Admin Services Coordinator - Emergency Medicine, University Campus at University of Iowa in Iowa City, Iowa

Job Description:

This position supports the Department of Emergency Medicine as an Administrative Services Coordinator, providing administrative support through coordination and communication, and administrative support. This administrative professional will contribute to the success of the organization by providing key administrative activities for department. Key areas of responsibility include operational support, faculty support, information, communication, and financial management. This position requires a high level of discretion, confidentiality, attention to detail and accuracy, and independent judgment.


Position Responsibilities:


Operational Support and Management:

• Serve as support contact for faculty, staff, and students in matters related Emergency Medicine.
• Prepare and oversee preparation of special or periodic reports as requested.
• Make decisions and exercises a high level of autonomy while performing administrative management responsibilities for the Department as directed by the Administrative Services Specialist. Including managing schedules, correspondence, and assisting with travel arrangements.
• Act as liaison for patient satisfaction reports through regular updates to faculty and staff providing customized patient satisfaction reports for departmental and organizational senior leaders. Plan and coordinate the logistical and financial aspects of special program events and conferences.
• Provide monthly updates to all clinical staff regarding current clinical schedules for faculty, residents, advanced practice providers.
• Manage the faculty credentialing and privileging process for all EM locations, including WCHC with oversight from the Admin Specialist
• Manage faculty and APP out of state billing requests
• Manage the faculty credentialing and privileging process for all EM locations, including WCHC with oversight from the Admin Specialist.
• Ensure new employees are onboarded with appropriate equipment/supplies (pager, long distance code, computer, phone, etc).
• Initiates requests to HCIS/Telecom for staff/faculty access; remote access; folder access, activation of phone/Ethernet jacks, relocation of equipment and voice mail.
• Assist in granting access to restricted doors within the department via photo ID badging system and fulfills key requests.
• Assist in requests for payment of good and services, and reimbursements to faculty and staff.
• Facilitate software and hardware purchases/repairs for faculty and staff.
• Serve as liaison and point of contact for urgent facility issues within the department.
• Facilitate departmental projects and initiatives, ensuring operations are effective and compliant.
• Assist with faculty travel.

Financial Responsibility:

• Act as a key role in cash handling process for all departmental checks and cash received.
• Assist in maintaining spreadsheet of CME purchases by faculty, APPs, and book fund of residents.
• Provide oversight to Clerk III and assist in ordering department supply orders.
• Initiate forms for the SARTSANE program.

Strategic Planning:

• May assist in the coordination/preparation of strategic plans in support of the Administrative Services Supervisor through the compilation of reports, maintaining clinical schedules.

Information Management:

• Evaluates requests and exercises discretion and judgement in providing confidential information.

Communication Management:

• Prepare and distribute reports as requested.
• Assists in maintaining department listservs, email distribution lists, and Department email inbox.
• Provide oversight to the Clerk III for management of physical incoming and outgoing mail for the Department.
• Develop content, update and maintain departmental (Carver College of Medicine) website and departmental SharePoint site. Create appropriate links to internal and external web pages that expand or reinforce content.
• Collect, edit and archive departmental digital photos
• May create, manage and maintain professional social networking sites for the Department.
• Collaborates, creates and distributes quarterly departmental newsletter.

Faculty Support:

• Provide support to the Administrative Services Specialist for the Faculty recruitment process, including compilation and validation of credentialing and billing applications and materials.
• Maintain documentation and ensure compliance of all current licensing, certifications, and required in-house training (CPR, Deep Sedation, ATLS, Sexual Harassment Training, etc.)
• Provide support to administrative Services Specialist for Faculty timecards.
• Support the Administrative Services Specialist with the management of the annual Faculty review process.
• Assist the Admin Services Specialist in coordinating incoming Faculty onboarding process.
• Other duties as assigned.

Administrative Services Coordinator- Emergency Medicine, MCU.

• Pay Grade: https://hr.uiowa.edu/pay/plans
• Percent of Time: 100%
• Location: Iowa City, Iowa
• Staff Type: P & S
• Type of Position: Regular
• Schedule: General work hours are M-F, 8:00 a.m.- 5:00 p.m.

Education Requirement:

• Bachelor's degree in Business or appropriate discipline or an equivalent combination of education and experience.

Experience Requirement:

• Minimum 6 months of experience providing administrative operations support.
• Demonstrated ability to work autonomously, maintain confidentiality, and prioritize tasks while possessing a strong attention to detail.
• Demonstrated ability to meet deadlines, follow-up, and multi-task with minimal supervision
• Demonstrated ability to work collaboratively across functions, levels and departments toward shared objectives.
• Demonstrated excellent verbal and written communication and interpersonal skills.
• Demonstrated experience working effectively in a fast paced environment.
• Must be highly proficient in computer software applications (MS Word, Excel, Outlook)

Desired Qualifications:

• Demonstrated administrative experience in a large complex organization.
• Experience developing and managing website content and department, and organization communications.
• Experience collecting and managing data.
• Experience with complex recruitments
• Demonstrated organizational and project management skills.
• Demonstrated customer service experience in a fast-paced environment.

Application Process: In order to be considered, applicants must upload a resume and cover letter clearly addressing how the required and desired qualifications of this position have been met. Up to 5 professional references will be requested at a later step in the recruitment process.
Job openings are posted for a minimum of 14 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended. Successful candidates will be required to self-disclose any convictions history and will be subject to a criminal background check and credential verification. This position is not eligible for University sponsorship for employment authorization. For questions, contact jenelle-sisneros@uiowa.edu.


Additional Information

• Classification Title: Admin Services Coordinator
• Appointment Type: Professional and Scientific
• Schedule: Full-time

Compensation

• Pay Level: 2B
• Starting Salary Minimum: 39,700
• Starting Salary Maximum: 60,294

Contact Information

• Organization: Healthcare
• Contact Name: Emergency Medicine HR
• Contact Email: UIHC-EMS-HR@healthcare.uiowa.edu

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