Admin Services Coordinator - UI Patient Access Center (part-time)

University of Iowa; Iowa City (IA); On-site; USD 28,000 - 39,000; Part time

Job summary

The University of Iowa is seeking an Admin Services Coordinator to support the UI PAC and related operations. This role will handle purchasing requests, coordinate events, prepare meeting minutes, and manage communications for the department.

You will also assist with onboarding, staff support, and maintaining department content on the UI PAC Loop and Teams sites, while working closely with HCIS and HR teams to ensure smooth daily operations.

Qualifications

• Required bachelor's degree or equivalent combination of education and experience.
• 2nd line: 6 months of related experience required.
• Proficiency in Microsoft Word, Outlook, PowerPoint and Excel is required.
• Demonstrated effectiveness in written and oral communication for diverse constituencies.
• Ability to work independently to manage multiple projects and meet deadlines.

Responsibilities

• Coordinate and support department operations, including purchasing requests and supplies.
• Schedule meetings and record minutes; prepare newsletters and communications.
• Plan events and town halls; assist with onboarding for new staff.
• Provide front line staff support and maintain department content on websites.
• Coordinate travel and related expenses; assist HR team as needed.

Skills

Communication

Organization

Time management

Independent work

Education

Bachelor’s degree or equivalent combination of education and experience

Tools

Microsoft Word

Microsoft Outlook

PowerPoint

Excel

ProTrav system

Job description

This position will contribute to the success of the UI Patient Access Center (UI PAC) by providing administrative services through the coordination and support of operations by planning, directing, and evaluation. This position will support the daily operations of the department including coordination of specialized events and activities, appropriateness of expenditures, and changes in policies and procedures. This position will initiate purchasing requests for supplies and equipment. They will serve as the primary contact for the department and respond to inquiries. They will serve as the primary contact for building maintenance and facilities management. May perform other duties as assigned.

Hours of Work

The position will generally be scheduled 8:00 a.m.–5:00 p.m. Wednesday–Friday during Week 1 and Thursday–Friday during Week 2, with the flexibility to work other shifts as needed to support coverage.

Pay Level: 2B

Professional and Scientific Pay Structures | University Human Resources - The University of Iowa

• Responsible for purchasing supplies, equipment, etc. for the department using the ProTrav system.
• Reconcile end of month financial statements and P-Card.
• Submit CV MFK and funding charges for operations.
• Obtain and compare vendor options for contract requests.
• Schedule meetings for department director and administration.
• Maintain master personnel document related to layout of staff offices, work location status, cubicles, phone numbers, workstations, and emergency information.
• Coordinates activities and documentation for staff to move to a remote work location.
• Track and organize office equipment, maintenance, and inventory.
• Coordinates all hardware purchases and replacements in partnership with HCIS.
• Coordinate travel arrangements for managers and administrative staff using the ProTrav system.
• Complete administrative projects for director and managers on an ad hoc basis.
• Attend meetings and record meeting minutes.
• Proofread and edit meeting minutes for dissemination to appropriate parties.
• Create, edit, and send department wide newsletters.
• Organizes and coordinates Town Hall meetings and presentations.
• Serve as a member of various dept committees including the Staff Engagement Committee
• Plan departmental events.
• Provide front line support for staff with questions and requests.
• Design, maintain and update content for the UI PAC Loop and Teams websites.
• Provide front line support for staff with equipment issues - headsets, phones, computers, copiers, etc.
• Initiate HCIS work orders for Ethernet and phone line installation.
• Initiate HCIS Web Requests for all UI PAC ad-hoc access requests.
• Coordinate office and cubicle moves.
• Create and maintain departmental organization charts.
• Assist with onboarding preparations for new staff.
• Provide support for HR team as needed.
• Track and organize office equipment, maintenance, and inventory.
• Submit immediate special work orders for repairs, cleaning, pest control, etc, as needed.
• Provide front line support for staff with requests.
• May perform other duties as assigned.

Required Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Excellent written and verbal communication skills are required.
• 6 months of related experience is required.
• Proficiency in computer software applications including Microsoft Word, Outlook, PowerPoint and Excel is required.
• Experience or ability to learn processing of administrative account expenditures and creating e-vouchers and purchase orders is required.
• Demonstrated effectiveness in written and oral communication for a variety of constituencies.
• 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.
• Ability to work effectively with a team and all levels of management.

Desired Qualifications

• Knowledge of University policies, procedures, regulations and guidelines as well as familiarity with UI Health Care is desirable.
• Experience coordinating travel and reconciling associated expenses is desirable.
• Knowledge of University of Iowa procurement and travel policies and procedures is desirable.
• Experience supporting physicians and administrative leadership is highly desirable.
• Experience working in a healthcare environment.

Additional Information

• Classification Title: Admin Services Coordinator
• Appointment Type: Professional and Scientific
• Schedule: Part-time
• Work Modality Options: On Campus

Job openings are posted for a minimum of 7 calendar days and may be removed from posting and filled any time after the original posting period has ended.

Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and education verification. For additional questions, please contact [e-mail]

Compensation

• Pay Level: 2B

Contact Information

• Organization: Healthcare
• Contact Name: Kaitlin Luoma
• Contact Email: [e-mail]