Admin Services Coordinator - radiology

Administrative Services Coordinator

The University of Iowa Health Care department of Radiology is seeking an Administrative Services Coordinator to provide executive level administrative support for Faculty in the UI Health Care Department of Radiology, performing complex administrative and financial assistance requiring recurring contact with deans, directors, department heads, upper-level executives, and public and private officials. This position requires a high level of independent thinking and judgement and is responsible for effective department wide communication and assisting in department initiatives.

Position Responsibilities:

• Maintain effective working relationships with and serve as a primary contact for Radiology Faculty. Provide faculty administrative support as needed
• Maintain and renew all departmental faculty licensures required to practice
• Schedule appointments and meetings; review calendar in advance to identify conflicts, rescheduling as necessary;
• Coordinate internal and external meetings; locate and schedule conference rooms; send out meeting planners and reminders
• Make decisions and exercise a high level of autonomy while performing administrative/operational support and management
• Make travel arrangements for faculty and staff in department, including hotel reservations, conference registrations, airfare, coordinating, planning, and interpreting policies and motor pool requisition
• Secure room reservations for meetings and conferences. Manage conference and shared room schedules. Assist faculty with coordinating meetings as requested
• Reconcile monthly P-card statements in compliance with Accounts Payable office guidelines.
• Initiate internal purchasing requests and supply orders
• Provide administrative support for administrative and faculty meetings. Complete and distribute meeting agendas and minutes
• Manage complex schedules for Department Director and high-level administrators, requiring judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments and synthesizing multiple electronic calendar systems
• Evaluate request and exercise discretion and judgement in providing confidential information to appropriate parties
• Collects and compiles information for reports and various communications, requiring informational searches and a knowledge of the operations of both the assigned and related work areas
• Work with data to design specialized reports, spreadsheets and presentations in response to multiple requests; create, maintain and update records and information and databases related to various department activities
• Route and distribute miscellaneous documentation to various University departments, Colleges and University Offices
• Compose non-routine correspondence requiring independent judgment in the application of policies and procedures in both the assigned and related work areas and working within established guidelines
• Serve as member of internal and external committees and workgroups, as directed

Education Requirements:

• Bachelor's degree in Business Administration or related field, or an equivalent combination of education and experience.

Experience Requirements:

• 1-3 years' experience in an administrative support role for academic faculty and leadership
• Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook)
• Working knowledge of web-based tools; databases, internet searches
• Superior written, verbal and interpersonal communication skills
• Demonstrated experience in providing superior customer service in an academic environment
• Demonstrated exceptional attention to detail, planning, and follow-up skills
• Demonstrated independent thinking skills to develop alternative solutions and solve problems
• Ability to initiate and take independent action while working as part of a team

Desired Qualifications:

• Knowledge of University of Iowa Policies and Procedures
• Familiarity with UIRIS and Cayuse
• Specific customer service experience in an academic healthcare environment
• Working knowledge of Radiology
• Working knowledge of UI Procurement Services
• Attend weekly informatics meetings to assist with meeting minutes, attendance and follow-up
• Maintain Informatics SharePoint site
• Possibly assist with Carestream maintenance; customize information for Radiology protocoling and reporting
• Project Management related informatics

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
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Application Process:

• To be considered, applicants must upload a resume and a 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 14 calendar days. Applications will be accepted until position is filled.
• Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check.
• For additional questions, please contact Lupita Larios at lupita-larios@uiowa.edu.