Admin Services Coordinator - Cancer Center at University of Iowa in Iowa City, Iowa

Job Description:

The Holden Comprehensive Cancer Center at the University of Iowa is seeking Administrative Services Coordinator at the University of Iowa's Holden Comprehensive Cancer Center. The administrative services coordinator provides coordination and support of activities for the management team, staff and general operations of the Clinical Cancer Center at Holden Comprehensive Cancer Center and University of Iowa Health Care Cancer Services - Quad Cities. The position directly supports the nursing managers, operation and finance managers, associate director and medical directors of the clinical cancer services.

Duties to include:


Operational Support and Management:

• Perform administrative support responsibilities for the clinical cancer center, including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements of the management team.
• Assist in the recruitment of new staff which includes coordination/preparation of agendas and calendars of participating parties.
• Assist in the onboarding of new staff. Prepare orientation materials. Coordinate schedules to ensure new staff are receiving the appropriate training and tools necessary to be successful.
• Responsible for entering and publishing clinical and frontline staff work schedules into ELMS
• Work in ELMS daily (time management system) to verify timecard accuracy and to respond to time off requests in accordance with bargaining unit rules and UIHC guidelines
• Report and track unplanned absences and tardiness for staff to communicate with ANMs, NMs, and HR to address attendance concerns with guidelines
• Monitor and correct staffing timecards for missed clockings, use of paid leave accruals, etc.
• Communicate and educate staff on errors in timecards to proactively lessen errors going forward
• Initiate purchasing requests for supplies and equipment for the clinical areas. Monitor accounts and expenditures and reconcile statements.
• Coordinate clinical cancer center meetings and conferences which include the gathering of data, preparing of agendas, scheduling calendars, prioritization of conflicts, taking minutes, and assuring details are accurate.
• Plan and arrange for appropriate meeting rooms, facilities and services in conjunction with center activities and events.
• Utilizes MS Office Suite programs such as Outlook, Word, Power Point, and Excel for data and communications.
• Prepare, review, proofread, and analyze documents to ensure compliances with University and external requirements and procedures.
• Provide administrative support to management and staff, including travel plans and reimbursements, license renewals, and additional administrative functions as needed.
• Ensure staff member education files are update to date and have appropriate documentation in alignment with JCACHO and UIHC policies and standards.
• Work with ANMS and NMs to monitor and submit equipment and facilities maintenance requests
• Other duties as assigned.

Financial Responsibility:

• Initiate purchase requests for the department, including office supplies, equipment, publications, training materials, association dues, webinars, etc.

• Manage procurement card purchasing card, reconcile expenditures monthly.
• Monitor program accounts and expenditures and reconcile procurement cards each month.

• Initiates Purchase Orders, P-Requisitions, e-Deposits, and Travel Expense Vouchers as needed.

• Proactively initiate purchasing requests for supplies and equipment.
• Organize supply inventory and par levels to meet staff needs as well as effectively following budget expectations.

Strategic Planning:

• May assist with the coordination of strategic plans, organizing groups, compiling documents and arranging relevent supporting materials.
• Communicates between key stakeholder timelines, follow-up on deliverables, and submission of work products.

Information Management:

• Serve as center contact for EPIC training and respond to requests as necessary.
• Request staff access to applications, shared drives and other pertinent HCIS programs.

Communication Management:

• Maintain center contact lists.
• Serve as a primary contact for area maintenance and facilities management, submitting requests for improvements and repairs, checking status of requests as necessary.
• Responsible for communicating status updates on equipment needing repair, resolutions, and monitoring alignment with service contracts

UI Health Care Core Values (WE CARE)



Welcoming

We are welcoming to the community, partners, staff, and patients utilizing the collective strength of our people.


Excellence

Excellence for us is judged by "Are we one of the top hospitals in the country in quality, safety, patient satisfaction, and employee satisfaction?"


Collaboration

We believe teamwork is the best way to work.


Accountability

We behave ethically, act openly and with integrity in all that we do, taking responsibility for our actions.


Respect

We honor diversity and recognize the worth and dignity of every person.


Equity

We believe that without the diversity of experience, background, through that we have, we cannot deliver excellent and innovative care.



SUPERVISION RECEIVED:

Supervision provided by the Associate Director


SUPERVISION EXERCISED:


Functional and administrative supervision is exercised over support staff


University of Iowa Hospitals & Clinics-recognized as one of the best hospitals in the United States-is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives.®

Holden Comprehensive Cancer Center is Iowa's only NCI-designated comprehensive cancer center. The NCI designation recognized our cancer center, and its research scientist, physicians, and other health care professionals, for their roles in advancing cancer research that impacts on our ability to prevent, detect and treat our patients with cancer. Not just a floor, or a building, or even confined to a single college. Holden Comprehensive Cancer Center coordinates all cancer-related research, education, and patient care by faculty from 41 departments and six colleges, as well as UI Hospitals and Clinics and UI Children's Hospital.



Percent of Time: 100%


Pay Grade: 2B

https://hr.uiowa.edu/pay/guide-pay-plans


Benefits Highlights:

• Regular salaried position located in Iowa City, Iowa
• Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans
• For more information about Why Iowa?, click here

Required Qualifications


1. A Bachelor's degree or an equivalent combination of education and experience.

2. Some (6 months - 1 year) administrative experience in a healthcare setting.

3. Demonstrated effectiveness in written, verbal and interpersonal communication for a variety of constituencies.

4. Demonstrated ability to work independently to complete multiple projects and meet deadlines simultaneously.

5. Proficiency in Microsoft Office software applications, including Word, Outlook, Power Point, and Excel.

6. Experience scheduling and organizing meetings using Microsoft Outlook.

7. Ability to work effectively with a team and all levels of management.



Desirable Qualifications


1. Experience planning and/or organizing meetings and group events and serving as a liaison for the organization is highly desirable.

2. Experience working with hospital operations/ambulatory clinic operations.

3. Demonstrated knowledge of ELMS

4. Experience with staff scheduling, staff assignments for clinics, etc.

5. Experience tracking expenses and reviewing financial statements.

6. Experience coordinating travel and reconciling associated expenses.

7. Knowledge of University of Iowa procurement, financial systems and travel policies and procedures.

8. Knowledge of University of Iowa and University of Iowa Health Care policies, procedures and regulations.

9. Hold Iowa Notary Public or ability to apply for commission as Iowa Notary Public.

10. Prior EPIC experience.



Application Process: 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 14 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

This position is not eligible for University sponsorship for employment authorization.

With additional questions, please reach out to Sarah Waldschmidt at sarah-waldschmidt@uiowa.edu


Additional Information

• Classification Title: Admin Services Coordinator
• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: On Campus

Compensation

• Pay Level: 2B

Contact Information

• Organization: Healthcare
• Contact Name: Sarah Waldschmidt
• Contact Email: sarah-waldschmidt@uiowa.edu

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