Note: The job is a remote job and is open to candidates in USA. The University of Iowa is a higher education and healthcare organization. The Administrative Services Coordinator provides executive-level administrative support to Urology faculty, managing communications, information, clinical schedules, travel, purchasing, reporting, and departmental coordination with a high degree of autonomy and judgment.
Responsibilities
- Maintain effective working relationships with and serve as contact for faculty, staff, students, public
- Serve as liaison to faculty, staff, students, alumni and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs
- Make decisions and exercise a high level of autonomy while performing administrative support responsibilities for the Department of Urology, including initiating purchasing requests, supply orders, preparing specialized reports
- Compose and manage related communications including licensure, letters, curriculum vitae, patient correspondence, emails, and mailings, requiring a high level of confidentiality, attention to detail, excellent organizational skills and effective written, verbal, and interpersonal communication skills
- Manage complex clinical/surgical schedules for assigned faculty, requiring judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments and synthesizing multiple electronic calendar systems
- Provide initial telephone and reception coverage, responding to visitor, faculty, staff, and patient inquiries, demonstrating a knowledge of the assigned and related work areas; obtain and provide information; forward inquiries appropriately
- Demonstrates working ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgements as to prioritizing and time allocation and providing careful attention to detail
- Make travel arrangements for faculty and staff, including hotel reservations, conference registrations, airfare, coordinating, planning, and interpreting policies and procedures; prepares and submits travel request forms and expense vouchers
- Reconcile monthly P-card statements in compliance with Accounts Payable office guidelines
- Serve as a member of the Department of Urology administrative support team and provide backup coverage to other members during absences
- Other duties and responsibilities as assigned
Skills
- * Bachelor's degree or an equivalent combination of education and experience
- * Minimum 1 year of related administrative support
- * Excellent written, verbal, and interpersonal communication skills
- * Demonstrate careful attention to detail and accuracy, strong organizational skills, and ability to handle multiple tasks quickly and effectively, proactively establish priorities and meet deadlines
- * Proficient in Microsoft Office Suite (Word, Excel, Outlook)
- * Previous experience providing administrative and faculty support in a college/university and/or healthcare setting within the last 5 years
- * Working experience with EPIC and/or electronic medical record system(s)
- * Previous experience working with ProTrav is highly desirable
- * Knowledge of University of Iowa policies and procedures
- * Working knowledge of Urology
Benefits
- This position is eligible for a combination of on-campus (UI Health Care) and remote work. Remote work must be performed at an offsite location within the state of Iowa.
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