Admin Services Coordinator - Gastrointestinal Surgery

About the role

The Administrative Services Coordinator serves as the primary administrative support for the Division of Gastrointestinal Surgery, Division of Surgical Oncology at Medical Center University, and the Division of General Surgery at Medical Center Downtown within the Department of Surgery. This role demonstrates excellent interpersonal skills and the ability to interact with internal and external constituents while facilitating a positive atmosphere in a highly visible, fast-paced environment. The position involves occasional contact with UI Health Care, the University of Iowa, and CCOM administration, requiring independent judgment and a high level of confidentiality.

Responsibilities

• Manage the daily operations of the Division’s faculty members, including ongoing office administration tasks in support of a large, complex office.
• Manage schedules for division faculty, including confidential meetings, call schedules, and coordination with clinical staff for clinical obligations.
• Prioritize and manage multiple concurrent objectives, projects, and activities, exercising effective judgment in time allocation.
• Support the daily operation of the office, project, or program, providing guidance to faculty on policies and procedures.
• Manage correspondence, organize documents, maintain files, and handle telephone communications, including routing calls and taking messages.
• Serve as the primary contact for division inquiries, processing mail, composing correspondence, and addressing questions or referrals.
• Coordinate specialized projects, activities, and events, ensuring appropriateness of expenditures, contract requirements, and policy changes.
• Track projects and deadlines for division faculty and Advanced Practice Provider (APP) staff.
• Coordinate with outside vendors to set up Zoom meetings and onsite demonstrations.
• Manage requests from outside attorneys to meet with division faculty.
• Manage Continuing Medical Education (CME) setup and tracking for accredited meetings.
• Lead administration tasks independently, demonstrating effective communication and relationship-building skills.
• Adjust to new assignments, processes, and priorities as organizational needs dictate.
• Manage division usage of Qgenda, coordinating integration with other platforms.
• Evaluate and prioritize requests, exercising discretion in providing confidential information.
• Provide backup coverage for other divisional secretaries during absences.
• Initiate HR transactions at the request of others and assist in the orientation and training of new support staff.
• Participate in the interview process for new support staff and provide guidance on HR policies.
• Initiate purchasing requests for division supplies and process faculty reimbursements for travel and out-of-pocket expenses.
• Reconcile and manage P-Card monthly expenses, ensuring all expenditures are accounted for.
• Monitor faculty professional development funds to prevent overspending.
• Coordinate travel arrangements, including flights, hotel reservations, car rentals, and meeting registrations.
• Establish project timelines, remind contributors, and ensure deadlines are met, including editing and proofing documents.
• Serve as a patient contact for FMLA and short-term disability paperwork.
• Act as a point of contact for patients, employers, or insurance agencies regarding patient paperwork.
• Gather information for faculty and staff to obtain CME credits for conferences.
• Coordinate with CCOM staff to ensure conferences are CME-eligible.
• Review and recommend revisions to office procedures and routines.
• Research and verify information to ensure accuracy in internal and external communications.

Requirements

• 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.
• Excellent written and verbal communication skills, with the ability to interact effectively at all organizational levels.
• Exceptional organizational skills, accuracy, and attention to detail, with the ability to handle multiple tasks and meet tight deadlines.
• Proficiency in Microsoft Office applications (Outlook, Access, PowerPoint, Excel, Teams, Word).
• Ability to compose grammatically correct and logically organized documents.
• Ability to work independently and collaboratively within a team.
• Knowledge of budget planning and administration.
• Knowledge of Human Resources policies and ability to apply them effectively.
• Ability to carry out ongoing office administration tasks efficiently.
• Ability to contribute to operational, tactical, and strategic planning.
• Demonstrated initiative and proactive problem-solving skills.

Qualifications (Desired)

• Knowledge of University policies, procedures, regulations, and familiarity with UI Health Care entities.
• Previous experience with University accounting, P-Card, travel systems, and billing/payment tracking.
• 3+ years of related administrative experience in a healthcare setting.
• Experience working with confidential projects requiring discretion and independent judgment.

Schedule

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

Pay

Pay Grade: 2B – UIowa Pay Plans