Admin Services Coordinator - Radiology

University of Iowa Health Care—recognized as one of the best hospitals in the United States—is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients.

About the role

This position provides executive-level administrative support for Faculty in the UI Health Care Department of Radiology, performing complex administrative and financial assistance requiring recurring contact with deans, directors, department heads, upper-level executives, and public and private officials. It requires a high level of independent thinking and judgement, effective department-wide communication, and assistance in department initiatives.

Responsibilities

• Maintain effective working relationships with and serve as a primary contact for Radiology Faculty.
• Provide faculty administrative support as needed.
• Maintain and renew all departmental faculty licensures required to practice.
• Schedule appointments and meetings; review calendar in advance to identify conflicts, rescheduling as necessary.
• Coordinate internal and external meetings; locate and schedule conference rooms; send out meeting planners and reminders.
• Make decisions and exercise a high level of autonomy while performing administrative/operational support and management.
• Make travel arrangements for faculty and staff in the department, including hotel reservations, conference registrations, airfare, coordinating, planning, and interpreting policies and motor pool requisition.
• Secure room reservations for meetings and conferences. Manage conference and shared room schedules. Assist faculty with coordinating meetings as requested.
• Reconcile monthly P-card statements in compliance with Accounts Payable office guidelines.
• Initiate internal purchasing requests and supply orders.
• Provide administrative support for administrative and faculty meetings. Complete and distribute meeting agendas and minutes.
• Manage complex schedules for Department Director and high-level administrators, requiring judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments, and synthesizing multiple electronic calendar systems.
• Evaluate requests and exercise discretion and judgement in providing confidential information to appropriate parties.
• Collect and compile information for reports and various communications, requiring informational searches and a knowledge of the operations of both the assigned and related work areas.
• Work with data to design specialized reports, spreadsheets, and presentations in response to multiple requests; create, maintain, and update records, information, and databases related to various department activities.
• Route and distribute miscellaneous documentation to various University departments, Colleges, and University Offices.
• Compose non-routine correspondence requiring independent judgment in the application of policies and procedures in both the assigned and related work areas and working within established guidelines.
• Serve as a member of internal and external committees and workgroups, as directed.

Requirements

• Bachelor's degree in Business Administration or related field, or an equivalent combination of education and experience.
• 1-3 years of experience in an administrative support role for a large organization.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Working knowledge of web-based tools, databases, and internet searches.
• Superior written, verbal, and interpersonal communication skills.
• Demonstrated experience in providing superior customer service in an academic environment.
• Demonstrated exceptional attention to detail, planning, and follow-up skills.
• Demonstrated independent thinking skills to develop alternative solutions and solve problems.
• Ability to initiate and take independent action while working as part of a team.

Desired Qualifications

• Knowledge of University of Iowa Policies and Procedures.
• Familiarity with UIRIS and Cayuse.
• Specific customer service experience in an academic healthcare environment.
• Working knowledge of UI Procurement Services.
• Project Management related informatics.

Benefits

• Regular salaried position located in Iowa City, Iowa.
• Fringe benefit package including paid vacation; sick leave; health, dental, life, and disability insurance options; and generous employer contributions into retirement plans.

Pay

Pay Level: 2B

Schedule

Full-time, on campus.