Admin Services Coordinator - Otolaryngology

University of Iowa; Iowa City (IA); On-site; USD 48,000 - 68,000; Full time

Job summary

University of Iowa in Iowa City seeks an Administrative Services Coordinator to support the Department of Otolaryngology-Head and Neck Surgery. You will manage schedules, handle inquiries, draft correspondence, and assist with faculty HR support, onboarding, and travel arrangements.

You will also help with OPPE maintenance, purchasing, budgeting, and grant/contract compliance, requiring strong communication, organization, and MS Office proficiency.

Qualifications

• Bachelor's degree or an equivalent combination of education and experience is required.
• 6 months of related experience is required.
• Excellent written and verbal communication skills are required.
• Proficiency in Microsoft Excel, Word and PowerPoint is required.

Responsibilities

• Support the daily operations of the Department of Otolaryngology-Head and Neck Surgery.
• Assist in coordination of faculty recruitment and onboarding.
• Coordinate activities for faculty promotion, reappointment and annual reviews.
• Coordinate faculty teaching activities including evaluations.
• Provide administrative/operational support and management on specialized tasks.
• Make autonomous decisions while performing administrative responsibilities.
• Initiate purchasing requests for supplies and equipment.
• Monitor accounts/expenditures and reconcile statements.
• Assist with the FY budgeting process and cash deposits if needed.

Skills

Communication skills

MS Office suite

Customer service

Education

Bachelor's degree or equivalent

Tools

Epic

Job description

Position Summary

Contribute to the success of the Department of Otolaryngology by providing administrative services through the coordination and support of operational activities. This position is responsible for performing administrative support/management duties for the department, including managing schedules, responding to patient inquiries, composing correspondence, providing faculty HR support, patient scheduling, OPPE maintenance, and making travel arrangements. May perform other duties as assigned.

Position Responsibilities

• Support the daily operations of the Department of Otolaryngology-Head and Neck Surgery, including appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures.
• Assist in the coordination of faculty recruitment and on-boarding.
• Coordinate activities in support of faculty promotion, reappointment and the annual review process. Establish timelines and arrange meetings.
• Coordinate faculty teaching activities including evaluations.
• May require advanced knowledge and expertise in specific office, project, or program to provide administrative/operational support and management.
• Make decisions and exercise a high level of autonomy while typically performing administrative support/management responsibilities for the department, including managing schedules, responding to patient inquiries, composing correspondence, providing faculty HR support, coordinating the OPPE process, and making travel arrangements.
• Initiate purchasing requests for supplies and equipment.
• Monitor accounts/expenditures; reconcile statements.
• Provide administrative assistance for the FY budgeting process.
• May assist with cash deposits.

Required Qualifications

• A Bachelor's degree or an equivalent combination of education and experience is required.
• 6 months of related experience is required.
• Excellent written and verbal communication skills are required.
• Proficiency in computer applications including Microsoft Excel, Word and PowerPoint is required.

Desired Qualifications

• Previous customer service experience is highly desirable.
• Experience with health care operations is desirable.
• Experience with Epic is desirable.
• Knowledge of University of Iowa Health Care policies, procedures and regulations is desirable.

Position and Application Details

• Resume
• Cover Letter

Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. Up to 5 professional references will be requested at a later step in the recruitment process.

For additional questions, please contact [e-mail].

Additional Information

• Classification Title: Admin Services Coordinator
• Appointment Type: Professional and Scientific
• Schedule: Full-time

Compensation

• Pay Level: 2B

Contact Information

• Organization: Healthcare
• Contact Name: Ashley Nelson
• Contact Email: [e-mail]