Admin Services Coordinator - Hospital Administration

The University of Iowa; Iowa City (IA); Hybrid; USD 45,000 - 65,000; Full time

Job summary

The University of Iowa is seeking an Administrative Services Coordinator to serve as the first point of contact for Hospital Administration and to provide administrative support for one or more executive leaders within the department.

You will join the administrative team, offering cross-coverage, handling confidential information, coordinating meetings, travel, and communications while maintaining a professional and discreet environment.

Qualifications

• Bachelor's degree or equivalent combination of education and experience is required.
• 1 year of related administrative experience is required.
• Excellent customer service, public contact, and written and verbal communication skills are required.
• Proficiency in MS Word, Excel, PowerPoint, Teams, Skype, and Zoom is required.
• Demonstrated ability to multi-task, meet deadlines and work as part of a team is required.
• Demonstrated ability to work independently and maintain confidentiality is required.

Responsibilities

• Serve as first point of contact for Hospital Administration; screens calls and inquiries and triages to appropriate personnel.
• Provide cross-coverage and back-up support for executives; schedule meetings and prepare materials.
• Coordinate travel arrangements and prepare agendas for meetings and events.
• Handle confidential information with discretion and maintain electronic records as required.
• Maintain effective relationships with faculty, staff, students and the public.
• Utilize MS Office Suite for data and communications and manage correspondence and documents.

Skills

Communication skills

Organizational skills

Multitasking

Attention to detail

Discretion & confidentiality

Independent work

Education

Bachelor's degree or equivalent

Tools

MS Word

Excel

PowerPoint

Outlook

Teams

Skype

Zoom

Office suite

Job description

The Administrative Services Coordinator serves as first point of contact for Hospital Administration as well as administrative support for one or more executive leaders within the department. Work as a member of the administrative team providing cross-coverage and back-up support to executives. Demonstrate excellent interpersonal skills and ability to interact daily with a variety of internal and external stakeholders while facilitating a positive atmosphere. Exercise independent judgment in obtaining and providing information pertaining to institutional operations, recognizing the need for discretion and a high level of confidentiality and professionalism.

The ideal candidate will possess excellent communication and organizational skills, along with a strong ability to manage multiple responsibilities and projects.

Position Responsibilities:

Communications Management

Serve as first point of contact for Hospital Administration; screens incoming phone calls and callers; answer common questions; triages more complex calls and inquiries to the appropriate person to ensure a prompt response. Provide back-up phone coverage for departmental phone lines.

Maintain effective and collaborative working relationships with faculty, staff, students, and the public.

Provide preliminary support for complaints and grievances directed to or received by Hospital Administration and collaboratively partner with Office of the Patient Experience to resolve issues.

Exercise discretion in obtaining and providing factual and confidential information related to UI Health Care and institutional operations.

Compose original documents requiring judgment in the application of policies and procedures. Proofread and edit correspondence, drafts, presentations, reports and other documents for grammar, formatting, and accuracy. Ensure final versions of correspondence, presentations, reports, and other documents are maintained electronically as required by the requesting executive.

Operational Support and Management

Serve as a member of the Hospital Administration Executive Support Team and provide cross-coverage and backup support during sick leave/vacation absences.

Provide limited back-up support for executives, including scheduling meetings, prioritizing appointments, contacts, and other administrative responsibilities. Exercise judgment in determining meeting needs.

Serve as liaison between Hospital Administration and other stakeholders, including UI Health Care faculty, staff, and administrators; colleagues in the UI Center for Advancement; external partners/vendors, university administration, and the public.

Arrange meetings, forums, and other events. Prepare agendas and materials and provide administrative support during selected meetings.

Receive assignments from senior members of the Hospital Administration executive team.

Make independent decisions when appropriate and exercise a high level of autonomy while performing administrative support responsibilities for Hospital Administration and executive leaders, including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements.

Utilizes MS Office Suite programs such as Outlook, Word, Power Point, and Excel for data and communications.

Act as main point of contact for hospital administration copy room and equipment. Troubleshoot issues, initiate service requests, order supplies and reconcile billing.

Manage hospital administration conference rooms. Assist with AV setup and support.

Gather information and respond to inquiries and provide resources.

Serve as primary contact for building maintenance and facilities management issues.

Receive, sort, and distribute mail (including packages).

Coordinate administrator on-call scheduling, including collaborating with hospital operators to provide upcoming schedules, as well as communicating any changes to coverage or last minute substitutions. Ensure on-call calendar is maintained with up-to-date information.

Make travel arrangements as requested by executive.

ELMs duties – send reminders to staff and create schedules as required.

Pcard administration – Help executive department personnel with administratively maintaining certifications, ordering approved webinars, resources, etc.

HCIS equipment – Be the point of contact to assist in ordering computer equipment for the department and keep current inventory.

Assist with electronic file management as requested including archiving compliance records, filing completed contracts e.g. business associate agreements.

Assist with individual reminder emails to staff regarding compliance issues such as HIPAA reminders

Information Management

Handle phone calls, greet and direct faculty, staff, and other visitors. Answer multi-line telephone; handle or refer calls to the appropriate individual or area.

Open, sort and prioritize mail. Handle confidential materials with discretion.

Forward / triage faxes that come into the Hospital Administration Fax email.

Create and maintain departmental informational and communication materials, including mass mailings (paper and e-mail).

Maintain department and administration contact information

Review and validate reports at direction of supervisor.

Maintain confidentiality in all aspects of role and responsibilities at all times.

Human Resources (HR)

May assist or support with departmental onboarding of student employees and interns.

Regularly review and make recommendations for revising and/or further developing office policies and procedures.

Participate in cross-training & development of back-up support.

Initiate purchase requests for the department, including office supplies, equipment, publications, training materials, association dues, webinars, etc.

Manage the office procurement card purchasing card, reconcile expenditures monthly.

Initiates Purchase Orders, P-Requisitions, e-Deposits, and Travel Expense Vouchers as needed.

Coordinate office and hospital store inventory, ordering and restocking.

Required Qualifications:

• A Bachelor's degree or an equivalent combination of education and experience is required.

1 year of related administrative experience is required.

Excellent customer service, public contact, and written and verbal communication skills are required.

Proficiency in computer software applications (MS Word, Excel, PowerPoint, Teams, Skype, and Zoom) is required.

A demonstrated ability to multi-task, meet deadlines and work as part of a team is required.

Demonstrated effectiveness in written, verbal and interpersonal communication for a variety of constituencies

Superior attention to detail, including excellent composition and editing skills

Demonstrated ability to work independently to complete multiple projects and meet deadlines simultaneously.

Superior organizational and prioritization skills; deadline driven

Experience scheduling and organizing meetings using Microsoft Outlook

Desired Qualifications:

Two or more years of demonstrated experience working with confidential projects using discretion and independent judgment is highly desirable.

Experience using university’s workflow to initiate and monitor electronic HR, financial, and other transactions is desirable.

Ability to occasionally lift 45 lbs.

Some knowledge of University of Iowa and UI Health Care policies, procedures, and regulations is desirable.

Experience working with and/or supporting executive leaders in an administrative capacity.

Experience coordinating travel and reconciling associated expenses is desirable.

Knowledge of University of Iowa procurement, financial systems and travel policies and procedures is desirable.

Hold Iowa Notary Public or ability to apply for commission as Iowa Notary Public

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

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

Up to 5 professional references will be requested at a later step in the recruitment process.

For questions, contact Sharon Walther at [e-mail].

**This position is not eligible for University sponsorship for employment authorization now or in the future.**

Additional Information

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

Contact Information

• Contact Name: Sharon Walther
• Contact Email: [e-mail]

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.