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Admin Services Coordinator - Cardiothoracic Surgery

University of Iowa · Iowa City, IA · 2 wk ago
AdministrativeFull-time

We are seeking an Administrative Services Coordinator (ASC) to provide high-level administrative support to the Department of Cardiothoracic Surgery faculty. This role involves supporting operations, planning activities, back-up OR scheduling, and ensuring timely information flow between faculty and internal/external colleagues. The ASC may also handle special projects, requiring proficiency in managing details, timelines, and expectations. Flexibility, collaboration, and a high level of professionalism, confidentiality, and independent judgment are essential.

About the Department

The UI Department of Cardiothoracic Surgery is committed to saving lives and improving patients’ quality of life through excellent surgical techniques and extraordinary patient care. Our team addresses complex medical issues and provides critical surgical support within multidisciplinary teams.

Responsibilities

  • Provide high-level, confidential administrative support to faculty, including managing calendars and sensitive information.
  • Serve as back-up OR scheduler.
  • Establish and maintain employee schedules in ELMS and Epic Teamwork.
  • Facilitate scheduling of external chest x-rays, faxing orders, and ensuring films are integrated into our system.
  • Prepare reports and develop/maintain physical and electronic filing systems.
  • Act as departmental liaison for internal and external partners, interpreting policies, procedures, and projects.
  • Collaborate on the credentialing and onboarding process for faculty.
  • Plan and execute department community-building events.
  • Understand and apply organizational policies to ensure appropriate decision-making.
  • Respond to internal and external requests regarding department services and personnel, ensuring follow-up actions are taken.
  • Initiate follow-up meetings and communications for key stakeholders.
  • Independently draft complex correspondence for internal and external recipients on various topics.
  • Perform other duties as assigned.

Requirements

  • A bachelor’s degree or an equivalent combination of education and experience.
  • 6 months to 1 year of recent and relevant administrative experience.
  • Experience working independently to manage projects.
  • Ability to assess priorities and set/achieve goals.
  • Excellent written and verbal communication skills, including drafting correspondence independently.
  • Proficiency in Microsoft Office programs (Excel, PowerPoint, Word).
  • Strong interpersonal skills and the ability to work effectively with diverse constituencies.
  • Strong attention to detail and ability to meet tight deadlines in complex, sensitive situations.

Desired Qualifications

  • Experience using EPIC.
  • Knowledge of University of Iowa policies, procedures, IT services, and standards.
  • Previous experience in academic medicine administration or support.

Schedule

Full-time, 100% time commitment. Schedule options: 7:30 AM – 4:30 PM or 8:00 AM – 5:00 PM.

Pay

Pay Grade: 2B (Professional and Scientific Pay Structure).

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