Admin Services Coordinator Radiation Oncology

About the role

The successful candidate will provide executive level secretarial support for the Director of Medical Physics, Clinical Department Administrator, and Clinical Faculty within the Department of Radiation Oncology at the University of Iowa Health Care.

Responsibilities

• Coordinate complex calendars and meetings with executive staff and external entities pertaining to ongoing medical physics projects, clinic administration, faculty projects, clinical procedures, and human resources relating to Radiation Oncology technical and clinical initiatives and operations.
• Maintain effective working relationships with faculty, staff, students, and the public.
• Serve as the primary contact to faculty, staff, students, alumni, and the public concerning inquiries or complaints requiring interpretation of policies, procedures, and programs in the Department of Radiation Oncology.
• Provide administrative support for the daily operation of the Director of Medical Physics division, Clinical Department Administrator, and assigned faculty.
• Coordinate faculty absences, get calendars closed including clinic schedules, and assist with getting coverage for their absences.
• Coordinate and manage faculty administrative schedules, clinical schedules, and procedure schedules and handle related communications with a high level of confidentiality, exercising discretion and judgement.
• Compose and manage related communications including credentialing of physicians, licensure, certification, curriculum vitae, patient communications, emails, and mailings, requiring a high level of confidentiality, attention to details, excellent organizational skills, and effective written, verbal, and interpersonal communication skills.
• Manage administrative and clinical schedules for the Director of Medical Physics division and assigned faculty, requiring judgement in determining meeting needs, discretion related to calendar activities, prioritization of appointments, synthesizing multiple electronic calendar systems, and reviewing calendars in advance to identify conflicts, rescheduling as necessary.
• Include scheduling meetings in person and via Zoom.
• Provide initial telephone coverage, responding to visitor, faculty, staff, and patient inquiries, demonstrating a knowledge of the assigned and related work areas, obtaining and providing information appropriately.
• Sort, distribute, and process incoming and outgoing Department mail.
• Manage Epic In Basket and Communication Manager.
• Process confidential patient information in EPIC.
• Affords travel arrangements for the Director of Medical Physics, Faculty, and Staff, including hotel reservations, conference registration, airfare, coordinating, planning, and interpreting policies and procedures, preparing and submitting travel expense forms and expense vouchers for meetings and outreach clinics.
• Serve as a member of the Department of Radiation Oncology administrative support team and provide backup coverage to team members as needed.
• Work in many programs including ELMS, ERMA, Mosaiq, EPIC, Microsoft Office applications.

Requirements

• A Bachelor's degree in Business Administration or related field, or an equivalent combination of education and experience is required.
• Considerable (3 – 5 years) administrative and financial experience is required.
• Excellent written and verbal communication skills are required.
• Must be proficient in computer software applications.
• Excellent organizational skills are required.
• Professional experience working effectively with individuals from a variety of backgrounds and perspectives is desired.
• Workflow and UI Health Care Systems experience is desired.
• Prior Health Care experience is desired.

Qualifications

• To be considered, applicants must upload a resume and a cover letter (under submission relevant materials) that clearly address how they meet the listed required and desired qualifications of this position.