The Holden Comprehensive Cancer Center at the University of Iowa is seeking a Clinic Services Coordinator that will be responsible for overseeing the frontline scheduling team responsible for coordinating patient appointments across Cancer Center outpatient clinics while ensuring efficient clinic operations, adherence to operational standards, and provider template management. This role manages staffing functions, including daily work assignments, hiring, onboarding, training, performance management, timekeeping, and time-off requests.
The Clinic Services Coordinator serves as a key operational leader and liaison between scheduling staff, clinical teams, providers, the Patient Access Center, and other departments across the enterprise. The position is responsible for supporting workflow optimization, maintaining scheduling quality standards, monitoring patient access metrics, and identifying opportunities to improve operational efficiency and patient experience. The Clinic Services Coordinator also participates in departmental initiatives, process improvement efforts, and special projects that support Cancer Center operations and strategic priorities.
Duties to include:
Leadership and Staff Management
Determine staff assignments based on clinic needs, including staff scheduling, daily staffing adjustments, coverage planning, and workload distribution.
Serve as the administrative supervisor for the Cancer Center Scheduling team, including recruitment, hiring, onboarding, training, coaching, and performance management.
Monitor staff productivity and performance through Epic reporting and other operational metrics.
Provide ongoing staff development, mentorship, and support to ensure service excellence and adherence to departmental standards.
Approve and manage employee timecards, attendance, and time-off requests.
Scheduling and Operational Coordination
Serve as a resource for providers, advanced practice providers, nurses, and administrative staff regarding scheduling processes, provider templates, and operational workflows.
Maintain provider scheduling templates, including clinic closures, schedule changes, add-on appointments, overbooks, and template optimization. Escalate discrepancies or concerns to operational leadership as appropriate.
Serve as an intermediary between patients and clinical staff regarding scheduling concerns and coordinate resolution of appointment-related issues.
Assist with resolving complex scheduling issues and patient access concerns, escalating when necessary.
Coordinate appointments with other University of Iowa Health Care departments and services to support comprehensive, timely patient care.
Conduct quality assurance reviews of appointment request work queues, In Basket messages, and scheduling workflows to ensure accuracy, timeliness, and completion.
Operational Support
Serve as a working leader by providing frontline coverage as needed, including patient check-in, check-out, appointment scheduling, work queue management, and In Basket support.
Round regularly throughout Cancer Center clinics to support scheduling staff, engage with clinical teams, identify operational barriers, and improve communication.
Monitor and support performance related to key operational metrics, including but not limited to: patient checkout capture rates, co-pay collection, patient email capture, MyChart activation, and scheduling quality and access measures.
Function as the primary backup for the Medical Record Retrieval team to support continuity of operations and patient access efforts.
Process Improvement and Patient Experience
Collaborate with operational and clinical leadership to identify, develop, and implement workflow improvements that enhance patient access, scheduling efficiency, and clinic operations.
Create and maintain workflow documentation, training materials, and standard operating procedures.
Participate in departmental, organizational, and enterprise-wide initiatives focused on process improvement and patient flow optimization.
Partner with the Office of Patient Experience to address patient concerns, review requests, provide timely follow-up, and identify opportunities to improve the patient experience.
Administrative Responsibilities
Act as a liaison between the Cancer Center, the Patient Access Center, and other institutional departments.
Maintain operational reports and assist with data collection, analysis, and reporting.
Support departmental projects and initiatives as assigned by leadership.
May analyze, monitor, and report financial and operational data.
Perform other duties as assigned.
SUPERVISION RECEIVED:
Administrative and functional supervision received by HCCC Associate Director, Outpatient Cancer Services
SUPERVISION EXERCISED:
Supervision exercised over HCCC Front Line staff
UI Health Care Core Values (WE CARE)
Welcoming
We are welcoming to the community, partners, staff, and patients utilizing the collective strength of our people.
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 within our UI community. We believe teamwork- guided by compassion- is the best way to work.
Accountability
We behave ethically, act openly and with integrity in all that we do, taking responsibility for our actions.
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.
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.®
Holden Comprehensive Cancer Center is Iowa’s only NCI-designated comprehensive cancer center. The NCI designation recognized our cancer center, and its research scientist, physicians, and other health care professionals, for their roles in advancing cancer research that impacts on our ability to prevent, detect and treat our patients with cancer. Not just a floor, or a building, or even confined to a single college. Holden Comprehensive Cancer Center coordinates all cancer-related research, education, and patient care by faculty from 41 departments and six colleges, as well as UI Health Care and UI Children’s Hospital.
Percent of Time: 100%
Work Schedule: Monday – Friday, Hours generally worked between 7:00am-5pm
Pay Grade: 4A
https://hr.uiowa.edu/pay/guide-pay-plans
Benefits Highlights:
Regular salaried position located in Iowa City, IA
Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans
For more information about Why Iowa?, click here
Required Qualifications
A Bachelor’s degree or an equivalent combination of education and experience is required.
Experience in healthcare administration, patient access, scheduling, clinic operations, or a related healthcare support role for six months to one-year.
Demonstrated leadership, supervisory, or team coordination experience.
Excellent written, verbal, and interpersonal communication skills.
Proficiency with Microsoft Office applications, including Outlook, Excel, Word, and Teams.
Demonstrated ability to coordinate multiple priorities, projects, and operational responsibilities simultaneously.
Demonstrated ability to build collaborative working relationships across interdisciplinary teams.
Strong organizational, problem-solving, and customer service skills.
Desired Qualifications
Experience in ambulatory clinic operations, oncology services, or specialty care settings.
Experience scheduling in a healthcare setting.
Experience supervising or leading scheduling, patient access, or administrative teams.
Knowledge of Epic scheduling tools, provider template management, and work queue workflows.
Experience working with electronic health record systems, preferably Epic.
Experience participating in operational improvement, patient access, or workflow optimization initiatives.
Knowledge of University of Iowa and University of Iowa Health Care policies, procedures, and regulations.
Application Process: In order to be considered, applicants must upload a resume and cover letter(under submission relevant materials) that clearly address how they meet the listed required and desired qualifications of this position.
Job openings are posted for a minimum of 7 calendar days.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.
References: Five professional references will be requested and required at a later step in the recruitment process
This position is not eligible for University sponsorship for employment authorization.
With additional questions, please reach out to Sarah Waldschmidt at sarah-waldschmidt@uiowa.edu
