Admin Services Coordinator - UI Patient Access Center (part-time)

This position will contribute to the success of the UI Patient Access Center (UI PAC) by providing administrative services through the coordination and support of operations by planning, directing, and evaluation. This position will support the daily operations of the department including coordination of specialized events and activities, appropriateness of expenditures, and changes in policies and procedures. This position will initiate purchasing requests for supplies and equipment. They will serve as the primary contact for the department and respond to inquiries. They will serve as the primary contact for building maintenance and facilities management. May perform other duties as assigned.

Hours of Work: The position will generally be scheduled 8:00 a.m.–5:00 p.m. Wednesday–Friday during Week 1 and Thursday–Friday during Week 2, with the flexibility to work other shifts as needed to support coverage.

• Responsible for purchasing supplies, equipment, etc. for the department using the ProTrav system.

• Reconcile end of month financial statements and P-Card.

• Submit CV MFK and funding charges for operations.

• Obtain and compare vendor options for contract requests.

• Schedule meetings for department director and administration.

• Maintain master personnel document related to layout of staff offices, work location status, cubicles, phone numbers, workstations, and emergency information.

• Coordinates activities and documentation for staff to move to a remote work location.

• Track and organize office equipment, maintenance, and inventory.

• Coordinates all hardware purchases and replacements in partnership with HCIS.

• Coordinate travel arrangements for managers and administrative staff using the ProTrav system.

• Complete administrative projects for director and managers on an ad hoc basis.

• Attend meetings and record meeting minutes.

• Proofread and edit meeting minutes for dissemination to appropriate parties.

• Create, edit, and send department wide newsletters.

• Organizes and coordinates Town Hall meetings and presentations.

• Serve as a member of various dept committees including the  Staff Engagement Committee

• Plan departmental events.

• Provide front line support for staff with questions and requests.

• Design, maintain and update content for the UI PAC  Loop and Teams websites.

• Provide front line support for staff with equipment issues - headsets, phones, computers, copiers, etc.

• Initiate HCIS work orders for Ethernet and phone line installation.

• Initiate HCIS Web Requests for all UI PAC ad-hoc access requests.

• Coordinate office and cubicle moves.

• Create and maintain departmental organization charts.

• Assist with onboarding preparations for new staff.

• Provide support for HR team as needed.

• Track and organize office equipment, maintenance, and inventory.

• Submit immediate special work orders for repairs, cleaning, pest control, etc, as needed.

• Provide front line support for staff with requests.

• May perform other duties as assigned.

Pay Level: 2B

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