Administrative Services Coordinator, Office of the Patient Experience

The Office of the Patient Experience at UI Health Care has an opening for a full-time Administrative Services Coordinator.  The Administrative Services Coordinator contributes to the success of the Office of the Patient Experience (OPE) by providing administrative support to daily operations. 

Responsibilities include providing reports and information, maintaining databases and reports, monitoring workload, coordination of meetings and special projects, monitoring appropriateness of expenditures, coordinating and sharing changes in policies and procedures, and providing exceptional customer service to internal and external customers. Administrative responsibilities for this position require a high level of discretion, confidentiality, and professionalism. 

The successful candidate must be highly organized, have strong communication skills, a high level of technical computer expertise, excellent customer service/service recovery skills, be a team player and be willing to go the extra mile to ensure all functions are completed in timely and professional manner. Must be able to manage multiple priorities and have strong problem-solving and critical decision-making skills. Direction is received from the Support Services Supervisor/Manager, Office of the Patient Experience.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

Information Management/Communications Management:

• Serves as primary contact for the Office of the Patient Experience (OPE); screens incoming phone calls, emails and walk-ins; answers common questions; triages more complex calls and inquiries to the appropriate person to ensure a prompt response.

• Prepares and administers correspondence and maintains program records (meeting minutes, reports, etc.) in an organized manner for easy retrieval to document program development, projects, and events.

• Utilizes MS Office Suite programs such as Outlook, Word, Power Point, and Excel for data and communications, including maintenance of leadership calendars.

• Utilizes EPIC electronic medical record and other resources as necessary to support departmental needs.

Financial Responsibility:

• Monitors and orders Program or departmental supplies.
• Initiates Purchase Orders, P-Requisitions, e-Deposits, and Travel Expense Vouchers as needed.

Operational Support:

• Schedules internal and external appointments, events and meetings as requested, including identifying room locations, sending out of meeting planners, and identifying scheduling conflicts and rescheduling as needed.
• Coordinates travel arrangements for faculty and staff; prepares travel requests and expense vouchers.
• Assists in coordination of meetings, as well as educational forums and programs, web-based conferences and seminars, and other special projects as needed; takes meeting minutes, coordinates registrations, makes appropriate room arrangements and food orders, confirms speakers, coordinates continuing education credits and program evaluations, etc. as needed.
• Assists in policy creation or policy updates based on customer input.
• Maintains effective working relationships with faculty, staff, patients, visitors, volunteers and students.
• Assists with preparing reports and data.
• Performs other duties as assigned.

Percent of Time: 100% (full-time)

Work schedule: Some flexibility between the hours of 7:00 AM and 5:00 PM, Monday through Friday

Location: This position is located at the UI Health Care Medical Center on the University Campus, at 200 Hawkins Drive in Iowa City, IA. 

Pay Level: 2B.  Starting salary will be based on applicant qualifications and relevant experience.  To view the entire range for salary level 2B: Professional and Scientific Pay Structures | University Human Resources - The University of Iowa

Benefits Highlights:  Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans. Complete information regarding the full benefits package may be viewed at: https://hr.uiowa.edu/benefits

Office of the Patient Experience website: Office of the Patient Experience | University of Iowa Health Care

Required Qualifications

•  A bachelor’s degree or equivalent combination of education and experience .

• Office administration experience (typically 6 months to 1 year) and the demonstrated ability to carry out ongoing office administration effectively and efficiently.

• Demonstrated proficiency in Microsoft Office Suite (including Outlook, Word, Power Point and Excel).

• Demonstrated excellent written and oral communication skills.

• Demonstrated high level of organizational skills, task flexibility, and ability to multitask effectively.

• Demonstrated ability to manage multiple concurrent objectives, projects, or activities, making effective judgments as to prioritizing and time allotment.

• Demonstrated high attention to detail and problem-solving skills.

Desirable Qualifications

•  Experience managing and abstracting large amounts of data.

• Customer Service Experience

• Experience with Tableau 

• Familiarity with University Workflow, Procurement Card, ProTrav, E-Pro, and E-Deposit systems i.

• Previous experience coordinating training events or educational programs.

• Some knowledge of University of Iowa policies and procedures.

• Prior experience in an academic medical center.

 Application Process: 

• In order to be considered for an interview, applicants must upload a current resume and a cover letter that clearly identifies how they meet the listed required and desired qualifications of this position.

• Job openings are posted for a minimum of 7 calendar days. Applications will be accepted until 11:59 PM on April 29, or on date of closing.

• Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check.

• Professional references will be requested at a later step in the recruitment process.

• This position is not eligible for University of Iowa sponsorship for employment authorization.

• For questions, contact Heidi Bodensteiner at heidi-bodensteiner@uiowa.edu.