Department of Cardiothoracic Surgery - Admin Services Coordinator
University of Iowa

Iowa City, Iowa


The Administrative Services Coordinator functions as administrative support to the Department of Cardiothoracic Surgery faculty members. Primary duties include supporting operations and planning activities and ensuring timely flow of information to and from faculty to internal and external colleagues and constituents. The coordinator may be tasked with specific projects related to the work of the faculty they support and should be proficient with details, timelines, and meeting expectations. The coordinator will support the corporate mission, vision, and values of the Department of Cardiothoracic Surgery. Ability to be flexible and approach workload with collaboration and teamwork is essential. A high level of professionalism, confidentiality, independent judgment, and inclusion is necessary in this position. Supervision of this individual will be shared by the Clinical Department Administrator.

Duties to include:

  • Provide all aspects of high level, confidential, administrative support to faculty, which includes financial, strategic, personnel, and other highly sensitive information.
  • Develops and maintains physical and electronic filing systems.
  • Processes requisitions.
  • Coordinate's preparation and distribution of standard reports.
  • Departmental liaison for internal and external partners in the interpretation of policies, procedures, and projects.
  • Responsible for full appointment/reappointment processes for all clinical adjunct faculty.
  • Assist with reviewing and submitting relocation and recruitment expenses in partnership with Departmental HR resources.
  • Collaborate with Departmental Finance teams to monitor Department spending in a variety of contexts (welcome evening for trainees, annual holiday dinner event, divisional events, etc.).
  • Execute workload needed to facilitate strategic planning and forward progress of plans throughout the Department of Cardiothoracic Surgery.
  • Prepare patient satisfaction reports, review patient comments, and disseminate to appropriate faculty, Division Directors, and administrative leadership.
  • Prepares presentations and talking points for faculty in relation to departmental, academic, and organizational priorities.
  • Understands organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
  • Responds to internal and external requests concerning Department services and personnel.
  • Prepares agendas and identifies meeting participants.
  • Collects, prepares, and distributes briefing materials.
  • Maintains agendas, minutes, and assists presenters with preparations and presentations.
  • Ensures appropriate follow-up actions are taken.
  • Initiates subsequent follow-up meetings and communication for key stakeholders across the mission elements.
  • Independently draft complex correspondence and communications to both internal and external recipients on a variety of topics as needed.
Department Summary: The UI Department of Cardiothoracic Surgery is committed to saving lives - and improving our patients' quality of life- through excellent surgical techniques and extraordinary patient care. Our surgeons and medical professionals address a wide variety of complex medical issues. Our specialists provide critical surgical support among comprehensive, multidisciplinary teams.

Percent of Time: 100%
Schedule: 8:00am - 5:00pm
Location: UIHC Main campus
Pay Grade: 2Bhttps://hr.uiowa.edu/pay/pay-plans/professional-and-scientific-pay-structure-b

Benefits Highlights:
  • Regular salaried position located in Iowa City, Iowa
  • 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 on benefits, please visit:https://hr.uiowa.edu/benefits
  • For more information about Why Iowa?, clickhere

Required Qualifications:
  • A bachelor's degree or an equivalent combination of education and experience is required.
  • 1 to 2 years recent and relevant administrative experience supporting staff or leaders in a large organization.
  • Experience working independently to manage multiple projects and programs at a time. Ability to assess priorities and set/achieve goals.
  • Excellent written and verbal communication skills. Ability to independently draft correspondence at an executive level. Ability to collaborate and communicate professionally to a variety of audiences.
  • Proficiency in Microsoft office programs including Excel, Power Point, Office, and Word. Experience using healthcare software and database systems to track compliance.
  • Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Strong attention to detail and the ability to meet tight deadlines in situations both complex and sensitive in nature.
  • Availability and flexibility to work outside of regular business hours as needed.
Desired Qualifications:
  • Knowledge of University of Iowa policies, procedures, IT services and standards.
  • Experience in a healthcare environment and familiarity with medical terminology.
  • Previous experience in academic medicine administration or support.

Application Process:

Please attach a resume and cover letter as part of the application process. Job openings are posted for a minimum of 14 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended.

Successful candidates will be subject to a criminal background check . Up to 5 professional references may be requested at a later step in the recruitment process.

For additional questions, please contact Alexander Vongnhay at 319-467-2903 or alexander-vongnhay@uiowa.edu.

Additional Information
  • Classification Title: Admin Services Coordinator
  • Appointment Type: Professional and Scientific
  • Schedule: Full-time
Compensation
  • Pay Level: 2B
  • Starting Salary Minimum: 37,063.00
  • Starting Salary Maximum: commensurate
Contact Information
  • Organization: Healthcare
  • Contact Name: Alexander Vongnhay
  • Contact Email: alexander-vongnhay@uiowa.edu


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