Admin Services Coordinator - Cardiothoracic Surgery

The University of Iowa; Iowa City (IA); On-site; USD 52,000 - 66,000; Full time

Job summary

The University of Iowa is seeking an Administrative Services Coordinator for the Department of Cardiothoracic Surgery. You will provide confidential administrative support to faculty, manage calendars, and assist with scheduling and reporting to ensure timely information flow.

Responsibilities include back-up OR scheduling, credentialing onboarding, and coordinating department events. Proficiency in Microsoft Office and EPIC is expected, with the ability to meet tight deadlines in a professional

Qualifications

• A bachelor’s degree or an equivalent combination of education and experience is required.
• 6 months to 1 year of recent and relevant administrative experience.
• Excellent written and verbal communication skills; ability to independently draft correspondence.
• Proficiency in Microsoft Office programs including Excel, PowerPoint, Office, and Word.

Responsibilities

• Provide high-level confidential administrative support to faculty, including calendars and sensitive information.
• Serve as back-up OR scheduler.
• Establish and maintain employee schedules in ELMS and Epic Teamwork.
• Coordinate external chest x-ray scheduling, fax orders, and film integration into the system.
• Prepare reports and maintain filing systems.
• Act as departmental liaison with internal/external partners on policies and projects.
• Support credentialing and onboarding for faculty.
• Plan and execute department community-building events.

Skills

Microsoft Office

Excel

PowerPoint

Verbal communication

Organizational skills

Education

Bachelor’s degree or equivalent

Tools

EPIC

ELMS

Epic Teamwork

Job description

Admin Services Coordinator - Cardiothoracic Surgery

The Department of Cardiothoracic Surgery is seeking an Administrative Services Coordinator (ASC) to function as administrative support to the Department of Cardiothoracic Surgery faculty members. Primary duties include supporting operations, planning activities, back-up OR scheduling, and ensuring timely flow of information to and from faculty to internal and external colleagues and constituents. The ASC may be tasked with specific projects related to the work of the faculty they support and should be proficient with details, timelines, and meeting expectations. The ASC will support the corporate mission, vision, and values of the Department of Cardiothoracic Surgery. Ability to be flexible and approach workload with collaboration and teamwork is essential. A high level of professionalism, confidentiality, and independent judgment is necessary in this position. No prior knowledge of medical terminology needed. Supervision of this individual will be from the Department Administrative Officer.

Position Responsibilities

• Provide all aspects of high-level, confidential, administrative support to faculty, which includes calendars and other highly sensitive information.
• Serve as the back-up OR scheduler.
• Establish and maintain employee schedules in ELMS and Epic Teamwork.
• Facilitate the scheduling of external chest x-rays, faxing orders and calling to get films into our system.
• Prepare reports.
• Develop and maintain physical and electronic filing systems.
• Departmental liaison for internal and external partners in the interpretation of policies, procedures, and projects.
• Collaborate and help with the credentialing and onboarding process for faculty.
• Plan and execute department community building events.
• Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Respond to internal and external requests concerning Department services and personnel.
• Ensure appropriate follow-up actions are taken.
• Initiate subsequent follow-up meetings and communication for key stakeholders across the mission elements.
• Independently draft complex correspondence and communications to both internal and external recipients on a variety of topics as needed.
• May perform other duties as assigned.

Department Summary: The UI Department of Cardiothoracic Surgery is committed to saving lives and improving our patients’ quality of life through excellent surgical techniques and extraordinary patient care. Our surgeons and medical professionals address a wide variety of complex medical issues. Our specialists provide critical surgical support among comprehensive, multidisciplinary teams.

Percent of Time: 100%

Schedule: 7:30am – 4:30pm or 8:00am – 5:00pm.

• A bachelor’s degree or an equivalent combination of education and experience is required.
• 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. Ability to independently draft correspondence. Ability to collaborate and communicate professionally to a variety of audiences.
• Proficiency in Microsoft office programs including Excel, Power Point, Office, and Word.
• Strong interpersonal skills and the ability to work effectively with a wide range of constituencies.
• Strong attention to detail and the ability to meet tight deadlines in situations both complex and sensitive in nature.

Desired Qualifications:

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

UI Health Care Core Values (WECARE)

W

We have an environment where everyone has a voice that is heard; that promotes the dignity of our patients, trainees, and employees; and allows all to thrive in their health, work, research, and education.

We achieve and deliver our personal and collective best in the pursuit of quality and accessible health care, education, and research.

We collaborate with health care systems, providers, and communities across Iowa and the region as well as within our UI community. We believe teamwork—guided by compassion is the best way to work.

A

We behave ethically, act with fairness and integrity, take responsibility for our own actions, and respond when errors in behavior or judgment occur.

R

We create an environment where every individual feels safe, valued, and respected, supporting the well-being and success of all members of our community.

E

We commit to fair access to research, health care, and education for our community and opportunities for personal and professional growth for our staff and learners.

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

Job openings are posted for a minimum of 7 calendar days.

Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.

References: Five professional references will be requested and required at a later step in the recruitment process

Contact [e-mail] with any questions or inquiries regarding this position opening.

Additional Information

• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: On Campus

Compensation

Contact Information

Equal opportunity employer

The University of Iowa is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, or associational preferences.

Persons with disabilities who need assistance or accommodations with the application or interview process may contact University Human Resources/Faculty and Staff Disability Services, [phone] or [e-mail] . For jobs in UI Health care, please contact UI Health care Leave & Disability Administration at 319-356-7543 .

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