Administrative Services Coordinator

Administrative Services Coordinator

University of Iowa Health Care Information Systems - Bioengineering has an opportunity to join our team as an Administrative Services Coordinator! In this role, you will support the Bioengineering Department with a wide range of administrative tasks. You will coordinate travel arrangements and interviews, receive packages, assist in the coordination and strategic plans in support of the department director as needed.

Position Responsibilities:

• Ships and receives packages of repair parts and medical equipment going in and out of the Bioengineering Department for repair.
• Maintain inventory/equipment database(s) and storage of equipment.
• Tracks incoming equipment purchased for patient care from various accounts in the hospital. Logs the receipt of the equipment, organizes the storage, and fills out appropriate work orders for evaluation of the equipment by technical management staff.
• Assists with front line customer/visitor support by answering incoming phone calls, and routing to appropriate personnel for follow up.
• Assists in the coordination of small to medium scale project work. This work usually centered around setting up workspace for new or moving technicians by placing orders to have phones moves, computers reimaged, tools and equipment ordered.
• Manage departmental recycling and surplus of equipment.
• Adds asset records to the UI Healthcare's real-time location tracking system by gathering required information from requestors and setting up appropriate assets and alerts as needed.
• Develops and maintains Bioengineering department internal contact lists and directories.
• Set up customer contacts and accounts and edit as customer information changes.
• Manage the aspects of travel, including air and ground transportation, and hotel reservations for a department of over 30 staff. Coordinate and communicate effectively with travelers to assure successful travel results. Monitor travel expenses and reconcile statements.
• Functionally supervise student help managing stock inventory, shipping, and receiving.
• Set up interviews with prospective candidates of the department, prepare on-boarding documents, ensure staff workspace is prepared and ready new employees.
• Initiate HR transactions at the request of director or supervisory staff.
• Initiate purchasing transactions at the request of director or supervisory staff.

Health Care Information Systems (HCIS): Provides and supports information and communication systems and technology that facilitate quality patient care, progressive medical education, and innovative research.

HCIS services University of Iowa Health Care by providing comprehensive, high-level support for patient care delivery, internal and external communication, technology innovation, medical education, and research. Creating and maintaining a positive, productive, and rewarding environment for information technology and communication staff

• Pay Grade: Professional and Scientific Pay Structure
• Salary: $40,475.00 to commensurate – Paygrade 2B
• Location: MCU - 200 Hawkins Dr Iowa City, IA
• Staff Type: Professional & Scientific
• Type of Position: Regular

Education Requirements:

• Bachelor's in a related field or an equivalent combination of education and experience.

Experience Requirements:

• 6 mos. to 1-year administrative experience in a complex organization such as an academic medical center, medical school teaching hospital, or research university.
• Proven track record of researching, organizing, analyzing, and synthesizing data to support effective decision making.
• Demonstrated ability to work collaboratively across functions, levels, and departments toward shared objectives.
• Demonstrated organizational and project management skills.
• Strong interest and ability to quickly learn new software and business tools.
• Proficiency with Microsoft computer software applications and electronic ticketing systems.
• Excellent communication skills at the verbal, written and presentation levels.
• Driver's License and ability to meet the University of Iowa Fleet Services program rules and regulations, due to the ability to drive University vehicles.

Desired Qualifications:

• Proficient knowledge of medical equipment technology and healthcare environments.
• Knowledge of University purchasing policies and procedures.
• Experience with inventory management and management databases.
• Experience coordinating travel itinerary and maintaining records.

To be considered, applicants must upload a resume that clearly addresses how they meet the listed required and desired qualifications of this position. A cover letter is desired 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 required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. This position is not eligible for University sponsorship for employment authorization.

For additional questions contact Joe Miller at joseph-miller@uiowa.edu