Admin Services Coordinator - Cardiothoracic Surgery

The Administrative Services Coordinator (ASC) functions as administrative support to the Department of Cardiothoracic Surgery faculty members. Primary duties include supporting operations, OR scheduling, planning activities, and ensuring timely flow of information to and from faculty to internal and external colleagues and constituents. The ASC 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 ASC 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, and independent judgment is necessary in this position. We welcome applicants from a variety of backgrounds. No prior knowledge of medical terminology needed. Supervision of this individual will be from the Department Administrative Officer.

Position Responsibilities

• Provide all aspects of high level, confidential, administrative support to faculty and APPs, which includes calendarsand other highly sensitive information.
• Provide Operating Room scheduling throughout the Department of Cardiothoracic Surgery. *This duty is 50% of this position.
• Establish and maintain employee schedules in ELMS.
• Prepare reports and monitor OR utilization.
• Maintain computer inventory for the department.
• Develop and maintain physical and electronic filing systems.
• Departmental liaison for internal and external partners in the interpretation of policies, procedures, and projects.
• Collaborate and help with the credentialing and onboarding process for APPs.
• Plan and execute monthly, department community building events.
• Plan and create annual department newsletter.
• Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Respond to internal and external requests concerning Department services and personnel.
• Ensure appropriate follow-up actions are taken.
• Initiate 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.
• May perform other duties as assigned.

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: 7:30am – 4:30pm or 8:00am – 5:00pm.  
Location: UI Health Care Main campus
Pay Grade: 2B