Administrative Services Coordinator - Emergency Medicine, University Campus

The Department of Emergency Medicine, at the University of Iowa is seeking an Administrative Services Coordinator that will contribute to the success of the department by providing key administrative activities through coordination and collaboration. . Key areas of responsibility include operational support, information, communication, and financial management. Requires a high level of discretion, confidentiality, attention to detail and accuracy, and independent judgment.

Position Responsibilities:

Operational Support and Management:

• Serve as support contact for faculty, staff, and students in matters related Emergency Medicine.
• Prepare and oversee preparation of special or periodic reports as requested.
• Ensure new employees are onboarded with appropriate equipment/supplies (computer, phone, etc).
• Ensure new faculty is onboarded with HCIS account, EPIC access and Outlook
• Initiates requests to HCIS/Telecom for staff/faculty access; remote access; folder access, activation of phone/Ethernet jacks, relocation of equipment and voice mail.
• Grants access to restricted doors within the department via photo ID badging system and fulfills key requests.
• Prepare and oversee preparation of special or periodic reports as requested.
• Facilitate software and hardware purchases/repairs for faculty and staff.
• Serve as liaison and point of contact for urgent facility issues within the department.
• Facilitate departmental projects and initiatives, ensuring operations are effective and compliant.
• Investigate facility and operational issues and communicate effectively with departmental leadership.
• Assist in organizing special events as needed.

Financial Responsibility:

• Act as a key role in cash handling process for all departmental checks and cash received.
• Analyze, monitor, and report financial data, information, and reports. May initiate routine fiscal transactions.
• Serve as point person to resolve issues with Accounts Payable such as purchase orders, e-vouchers, etc.
• Review and analyze department expenses and reimbursements, independently identify ways to reduce costs.

Strategic Planning:

• May assist in the coordination/preparation of strategic plans in support of the Administrative Services Supervisor through the compilation of reports, maintaining clinical schedules.

Information Management:

• Assist in coordinates high level meetings such as advisory and policy committees, site visits for external agencies, organizations senior leadership meetings and internal/external candidate recruitment meetings.
• Collects, prepares and distributes meeting notes and briefing materials as assigned.
• Initiates subsequent follow-up meetings and communication for key stakeholders.
• Evaluates requests and exercises discretion and judgement in providing confidential information.

Communication Management:

• Prepare and distribute reports as requested.
• Maintains department listservs, email distribution lists, and Department email inbox.
• Management of physical incoming and outgoing mail for the Department.
• Review, edit, and update EM department website. Complete necessary updates as needed.
• Prepares departmental quarterly newsletter
• Maintain faculty CVs on Directory Profiles
• Other duties as assigned.

Faculty Support:

• Provide backup support to administrative Services Specialist for Faculty time