Admin Services Coordinator - Radiation Oncology

The University of Iowa; Iowa City (IA); Hybrid; USD 41,000 - 75,000; Full time

Benefits offered by this job

Paid vacation

Health, dental, life insurance

Retirement plans

Job summary

The University of Iowa Health Care's Department of Radiation Oncology seeks an experienced Administrative Services Coordinator to provide executive-level administrative support to the Director of Medical Physics, Clinical Department Administrator and Clinical Faculty. Hybrid work within Iowa is available after onsite training, with 1-2 days remote per week.

The role requires discretion, superior organization, calendar management, travel coordination and handling confidential information across

Qualifications

• Bachelor's degree in Business Administration or related field is required.
• 1-3 years of related administrative support experience is required.
• Excellent customer service, public contact and written/verbal communication skills are required.
• Must be proficient in MS Word, Excel, PowerPoint, Outlook.

Responsibilities

• Maintain effective working relationships with faculty, staff, students and the public.
• Serve as primary contact to faculty, staff, students, alumni and public concerning inquiries or policies in the Department of Radiation Oncology.
• Provide administrative support for the daily operation for Director of Medical Physics division, Clinical Department Administrator and Faculty.
• Coordinate Faculty absences getting calendars closed including clinic schedules and assisting with getting coverage for their absences.
• Coordinate and manage faculty administrative schedules, clinical schedules and procedure schedules and handle communications with confidentiality.
• Compose and manage related communications including credentialing of physicians, licensure, certification, CVs, patient communications, emails and mailings requiring confidentiality.
• Manage administrative and clinical schedules for Director of Medical Physics division and assigned faculty, prioritizing appointments and rescheduling as necessary; includes scheduling meetings in person and via zoom.
• Provide initial telephone coverage and respond to inquiries with knowledge of the assigned work areas.
• Sort, distribute and process incoming and outgoing Department mail.
• Manage Epic In Basket and Communication Manager; assist in providing patient records to outside facilities.
• Make travel arrangements for Director of Medical Physics, Faculty and Staff; prepare travel expense forms.

Skills

Customer service

Communication

Organization

MS Office

Education

Bachelor's degree in Business Administration or related field

Tools

EPIC

Mosaiq

ELMS

ERMA

Microsoft Office

Job description

The University of Iowa Health Care, Department of Radiation Oncology, is seeking an experienced and highly organized Administrative Services Coordinator to provide executive-level administrative support to the Director of Medical Physics, Clinical Department Administrator and Clinical Faculty.

This position provides comprehensive administrative coordination in support of the departmental operations, medical physics initiatives/projects, clinic activities, faculty projects, clinical procedures and human resources. The Administrative Services Coordinator will manager complex calendars, coordinate meetings and events, and facilitate communication and scheduling with executive leadership, faculty, staff, and external entities related to ongoing Medical Physics projects, clinical administration, faculty initiatives, clinical procedures, and technical and clinical operations within Radiation Oncology.

This position requires a high degree of professionalism, discretion, sound judgement, and attention to detail when obtaining, handling, and communicating factual and confidential information.

This position is eligible for a hybrid work arrangement of both on-campus (UI Health Care) and remote work within the state of Iowa upon completion of the departments onsite training period, with the flexibility of one-two days remote per week. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location.

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. Simply stated, our mission is: Changing Medicine. Changing Lives.

WE CARE Core Values:

• Welcoming - 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.
• Excellence - We achieve and deliver our personal and collective best in the pursuit of quality and accessible health care, education, and research.
• Collaboration - 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.
• Accountability - We behave ethically, act with fairness and integrity, take responsibility for our own actions, and respond when errors in behavior or judgment occur. Respect- We create an environment where every individual feels safe, valued, and respected, supporting the well-being and success of all members of our community.
• Empowerment-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.

Positions Responsibilities

• Maintain effective working relationships with faculty, staff, students and the public.
• Serve as primary contact to faculty, staff, students, alumni and 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 for Director of Medical Physics division, Clinical Department Administrator and Faculty in the Department.
• Coordinate Faculty absences getting calendars closed including clinic schedules and assisting with getting coverage for their absences.
• Coordinate and manage faculty administrative schedules, clinical schedules and procedure schedules and handles related communications with a high level of confidentiality exercising discretion and judgement and critical thinking skills.
• 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 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 review calendar in advance to identify conflicts, rescheduling as necessary. Includes scheduling meetings in person and via zoom.
• Provide initial telephone coverage, responding to visitor, faculty, staff and patient inquiries demonstration a knowledge of the assigned and related work areas, obtain and provide information toward inquires appropriately.
• Sort, distribute and process incoming and outgoing Department mail.
• Manage Epic In Basket and Communication Manager. Process confidential patient information in EPIC. Assists in providing patient records to outside facilities.
• Make travel arrangements for Director of Medical Physics, Faculty and Staff including hotel reservations, conference registration, airfare, coordinating, planning and interpreting policies and procedures, prepares and submits travel expense forms and expense vouchers for meeting 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.

Schedule:40 hours per week, Monday – Friday, work hours between with work hours between 8:00 AM – 5:00 PM

Benefits Highlights:

• 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. The complete information regarding the full benefits package may be viewed at: https://hr.uiowa.edu/benefits
• For more information about Why Iowa?click here

Education Requirements

• A Bachelor's degree in Business Administration or related field, or an equivalent combination of education and experience is required.

Experience Requirements

• 1-3 years of related administrative support experience is required.
• Excellent customer service, public contact and written/verbal communication skills are required.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines effectively.
• Must be proficient in computer software applications (MS Word, Excel, PowerPoint, Outlook).

Highly Desired Qualifications

• 3-5 years of experience working in clinical healthcare setting.
• Previous experience (1-3 years) interacting with patients and faculty in a healthcare setting.
• Experience in coordinating and developing faculty and resident schedules in a clinical setting.
• Demonstrated knowledge and understanding of academic medicine.
• Previous experience in providing high level administrative support to physician leadership.
• Previous experience working with grants and/or clinical trials.
• Previous experience independently managing multiple projects and programs, prioritizing competing demands, and achieving established goals.
• Demonstrated ability to build effective working relationships with faculty, staff, and students representing different backgrounds, experiences, and perspectives.

Desired Qualifications

• Prior EPIC experience.
• Experience planning and/or organizing meetings and group events and service as a liaison.
• Knowledge of University procurement and travel policies.
• Prior experience providing administrative support to multiple leadership.

Job openings are posted for a minimum of 7 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended. For questions or additional information, please contact [e-mail] .

Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check. This position is not eligible for University sponsorship for employment authorization.

Additional Information

• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: Hybrid within Iowa

Compensation

• Starting Salary Minimum: 41,264.00
• Starting Salary Maximum: 75,203.00

Contact Information

• 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 .