Admin Services Coordinator

6 months ago

Iowa City, United States University of Iowa Full time

This position supports the Emergency Medicine Department in the role as departmental Administrative Services Coordinator with a logistics focus. This position will contribute to the success of the Emergency Medicine Department by providing administrative services through the coordination and support of operations and lead the organization by planning, directing, and evaluating operations.Key areas of responsibility include logistical and operational support, communication, and financial management. Requires a high level of discretion, confidentiality, attention to detail and accuracy, and independent judgment.

Position Responsibilities:

Facility and Operational/Faculty and Staff Support: Initiates requests for payment of goods, services, and reimbursements to faculty and staff. Prepare and oversee preparation of special or periodic reports as needed/requested. Present and onboard residents and faculty on the University's travel and reimbursement process. 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.Organizes and facilitates special events/transportation as needed. Financial Responsibility: Analyze, monitor, and report financial data, information, and reports. May initiate and/or approve routine fiscal transactions.Provides oversight to Clerk III for reconciliation and follow-up on corrections for traveling nurse timecards.Monitorsclinical, educational, and researchexpenditures,identifyirregularitiesandrecommendscorrectiveaction.Preparecorrectedaccountingentries. This includes clinical operations, AirCare, EMSLRC, Education, and Research.Creates and maintains spreadsheet of CME purchases by faculty, APPs, and book fund of residents.Creates and maintains Emergency Department Supply List to facilitate special orders. 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.Manage (TDR) Transaction Detail Reports.Initiates travel expense vouchers and obtain all required documentation.Responsibility for departmental credit card purchases and monthly reconciliation with appropriate documentation.Provide oversight to Clerk III for department supply orders.Create and maintain Blanket Order spreadsheet to track encumbrances to ensure that blanket order encumbrances maintain a positive balance.Provide oversight of the invoice process to Clerk III. Including but not limited to; Invoice Johnson County Jail monthly for services provided by Department. Initiates payments in Maui for graduate tuition payments.Initiate requests for funds and process payments from Foundation Accounts.Review Foundation Accounts monthly. Notify Executive Vice Chair of any donations made during the month.Deposit checks and credit card payments in the e-deposit system.Initiate forms for the SARTSANE program.Verify payments recorded in General Ledger monthly. Information Management: Review, resolve, and respond to requests for information, data, services, complaints, etc. Communication Management: May create and coordinate internal and external communications around department facilities.Other duties as assigned.

 Administrative Services Coordinator– Emergency Department

Pay Grade:  Percent of Time: 100% Location: Iowa City, Iowa Staff Type: P & S Type of Position: Regular Schedule: General work hours are M-F, 8:00 a.m.- 5:00 p.m.

Education Requirement:

Bachelor’s degree in Business or appropriate discipline or an equivalent combination of education and experience.

Experience Requirement:

Minimum 6 months of experience providing administrative operations support.  Demonstrated ability to work autonomously, maintain confidentiality, and prioritize tasks while possessing a strong attention to detail. Demonstrated ability to meet deadlines, follow-up, and multi-task with minimal supervision. Demonstrated ability to work collaboratively across functions, levels and departments toward shared objectives. Excellent communication skills at the verbal, written and presentation levels. Must be highly proficient in computer software applications (MS Word, Excel, Outlook, Epic)

Highly Desired Qualifications:

Experience collecting and managing data.  Demonstrated organizational and project management skills. Demonstrated customer service experience in a fast-paced environment. Six months to one year experience reconciling accounts, monitoring expenditures, and preparing financial reports. ExperiencewithQuickBooks.

Desired Qualifications:

KnowledgeofUniversityPurchasingandAccountsPayablepolicies. ExperiencewithUniversity'sAccountsPayableand PurchaseOrdersystems. Application Process: In order to be considered, applicants must upload a resume and cover letter clearly addressing how the required and desired qualifications of this position have been met. Up to 5 professional references will be requested at a later step in the recruitment 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 convictions history and will be subject to a criminal background check and credential verification. This position is not eligible for University sponsorship for employment authorization.

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