Admin Services Coordinator

Administrative Services Coordinator

The Administrative Services Coordinator (ASC) provides comprehensive administrative support to faculty members within the Department of Dermatology. Primary responsibilities include supporting departmental operations, coordinating and planning activities, and ensuring the timely and accurate flow of information between faculty and internal and external colleagues and constituents.

The ASC may be assigned specific projects in support of the faculty they serve and is expected to demonstrate strong attention to detail, effective time management, and the ability to meet deadlines and expectations. The position supports and upholds the mission, vision, and values of the Department of Dermatology.

This role requires flexibility and a collaborative, team-oriented approach to managing workload. A high level of professionalism, discretion, confidentiality, independent judgment is essential. The ASC reports to the Department Administrative Officer.

Position Responsibilities:

· Provide comprehensive, high-level, confidential administrative support to faculty, including financial, strategic, personnel, and other highly sensitive information.

· Deliver administrative support to departmental faculty, including calendar management, travel coordination, and preparation and distribution of correspondence.

· Monitor, renew, and maintain records for provider licenses, certifications, professional memberships, and society affiliations.

· Support educational and academic activities, including tracking CME credits and maintaining faculty CVs and professional records.

· Assist with the management of departmental social media accounts, including content preparation, posting, and coordination with departmental leadership to ensure compliance with institutional guidelines.

· Process requisitions in accordance with institutional policies and procedures.

· Collaborate with departmental finance teams to monitor and support spending related to departmental events and activities (e.g., trainee welcome events, annual holiday dinners, divisional meetings).

· Execute administrative workload necessary to support departmental strategic planning initiatives and ensure forward progress on established goals.

· Prepare patient satisfaction reports, review patient comments, and disseminate findings to faculty, Division Directors, and administrative leadership.

· Demonstrate working knowledge of organizational policies and procedures to ensure appropriate decision-making and compliance.

· Respond to internal and external inquiries regarding departmental services, personnel, and operations.

· Prepare meeting agendas, identify participants, and coordinate logistics.

· Collect, prepare, and distribute briefing materials in advance of meetings.

· Ensure appropriate follow-up actions are completed and documented.

· Initiate and coordinate follow-up meetings and communications with key stakeholders across mission areas.

· Independently draft complex correspondence and communications for internal and external audiences on a wide range of topics.

· Serve as general reception support for the Dermatology administrative offices.

· Receive, sort, and distribute mail and packages.

· Perform additional duties as assigned.

Education Requirements:

A bachelor's degree or an equivalent combination of education and experience is required.

Experience Requirements:

· 1 to 2 years recent and relevant administrative experience supporting executives 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.

· Strong interpersonal skills and the ability to work effectively with a wide range of constituencies.

· Strong attention to detail and the ability to meet tight deadlines in situations both complex and sensitive in nature.

Desired Qualifications:

· Knowledge of University of Iowa policies, procedures, IT services and standards.

· Demonstrated experience developing, writing, and editing engaging content for social media and online platforms.

· Experience using healthcare software and database systems to track compliance.

· Previous experience in academic medicine administration or support.

UI Health Care Core Values (WECARE):

· Welcoming: We have an environment where everyone has a voice that is heard; that promotes the dignity of our patients, trainees, and employees; and allows all to thrive in their health, work, research and education.

· 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 as within our UI community. We believe teamwork – guided by compassion – is the best way to work.

· Accountability: We behave ethically, act with fairness and integrity, take responsibility for our own actions, and respond when errors in behavior or judgment occur.

· 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.

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.

For questions, please contact Lisa Pfannebecker at lisa-pfannebecker@uiowa.edu.