Hybrid Administrative Services Coordinator - Exec Support

Socket.dev; Iowa (LA); Hybrid; USD 50,000 - 65,000; Full time

Benefits offered by this job

Hybrid work arrangement

Benefits package

Job summary

University of Iowa Health Care in Iowa City seeks an Administrative Services Coordinator to provide executive-level administrative support to the Director of Medical Physics, Clinical Department Administrator and Clinical Faculty. The role manages complex calendars, coordinates meetings and events, and ensures confidential handling of information within Radiation Oncology.

The position offers a hybrid work arrangement within Iowa, with onsite training followed by flexible remote work up to two

Qualifications

• Bachelor's degree in Business Administration or related field is required.
• 3–5 years administrative and financial experience.
• Excellent written and verbal communication skills.
• Must be proficient in computer software applications.
• Excellent organizational skills.

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.

Skills

Calendar management

Executive support

Communication

Confidentiality

EPIC

Microsoft Office

Travel coordination

Education

Bachelor's degree in Business Administration or related field

Tools

EPIC

Mosaiq

ELMS

ERMA

Microsoft Office

Job description

University of Iowa Health Care in Iowa City seeks an Administrative Services Coordinator to provide executive-level administrative support to the Director of Medical Physics, Clinical Department Administrator and Clinical Faculty. The role manages complex calendars, coordinates meetings and events, and ensures confidential handling of information within Radiation Oncology.

The position offers a hybrid work arrangement within Iowa, with onsite training followed by flexible remote work up to two