Admin Services Coordinator - Hematology/Oncology

About the Role

The University of Iowa Health Care Department of Internal Medicine, Division of Hematology, Oncology, and Blood & Marrow Transplantation is seeking an Administrative Services Coordinator. This role contributes to the success of daily operations by providing administrative services, coordinating support, and leading organizational planning, direction, and evaluation.

Responsibilities

• Make decisions and exercise a high level of autonomy while performing administrative support for the division, including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements.
• Coordinate research activities and initiate purchasing requests for supplies and equipment.
• Serve as the primary point of contact for office purchases (furniture, computers, equipment), acting as a liaison between the department and outside vendors. Obtain approvals, document and track expenditures.
• Monitor program accounts and expenditures, reconciling divisional procurement cards monthly.
• Coordinate program meetings and conferences, including gathering data, preparing agendas, and ensuring accuracy of details. Arrange facilities and services for events.
• Provide administrative support to faculty, APPs, and the Health Services Research team, including membership/journal renewals, enrichment purchases, travel plans/reimbursements, license renewals, and meeting planning.
• Maintain the division’s licensure requirements, notifying faculty and APPs of expiring licenses and ensuring timely renewal.
• Submit benefit time and clinical changes into QGenda and Elms for assigned faculty and APP staff.
• Update and maintain accurate clinical schedules in QGenda & Smart Web, ensuring compliance with department and enterprise policies.
• Communicate compliance requirements to division faculty and APP staff, serving as a division contact.
• Assist research faculty in grant submissions, gathering and uploading materials into grant databases.
• Provide administrative support for manuscript preparation and submission.
• Monitor delinquent patient charts for General Medicine and Hospital-Based providers weekly, notifying providers and working to rectify errors.
• Assist with the General Medicine and VA Quality Scholars Fellowship Program.

Human Resources

• Initiate HR transactions at the request of assigned faculty.
• Provide guidance on HR policies and procedures.
• May provide functional/administrative supervision for students or temporary staff.
• Submit new employee account creation requests through HCIS and serve as a trusted requestor for HCIS requests.

Financial Responsibilities

• Prepare financial reimbursements, monitor accounts, and reconcile divisional procurement cards, including honorariums and recruitment expenses, ensuring compliance with deadlines.
• Initiate purchasing requests for conference food, office supplies, and medical equipment.
• Complete purchasing and travel requests, licensure renewals, and reimbursements for faculty and APPs, ensuring funding is secured and documented.

Strategic Planning

May assist in the coordination and preparation of strategic plans in support of the Division Coordinator & Administrator.

Information and Communications Management

• Serve as a liaison between General Internal Medicine faculty, APP staff, students, alumni, and the public.
• Act as the primary contact for building maintenance and facilities management.
• Serve as a liaison between the Division of General Internal Medicine, the Department of Internal Medicine, and the department HR office to ensure compliance.
• Serve as a liaison between the Division and the Clinical Staff Office to ensure compliance with provider licensure requirements.

Requirements

• A Bachelor's degree or an equivalent combination of education and experience is required.
• Six months or more of administrative experience is required.
• Excellent customer service, public contact, and written/verbal communication skills.
• Proficient skills in computer software applications (MS Word, Excel, Outlook, and PowerPoint).
• Demonstrated knowledge of effective strategies for working with faculty, staff, and students from diverse backgrounds.

Desired Qualifications

• Experience interacting with patients and faculty in a healthcare setting is highly desirable.
• Prior EPIC experience is highly desirable.
• Experience planning and/or organizing meetings and group events and serving as a liaison.
• Experience tracking expenses.
• Knowledge of University procurement and travel policies.
• Working with grants and/or clinical trials is highly desirable.

Schedule

Full-time.

Pay

Pay Level: 2B.