The Stead Family Children's Hospital Department of Perioperative Services is seeking an Administrative Services Coordinator to provide executive level administrative support by performing complex administrative and financial work involving recurring contact with deans, directors, department heads and public and private officials. This position requires a high level of autonomy, including critical thinking skills, planning, organizing and monitoring daily activities.
Duties to include:
Operational Support and Management
Manage complex schedules for high-level administrators requiring judgment in determining meeting needs, discretion of calendar activities and prioritization of appointments
Collect, tabulate and analyze data to prepare periodic reports
Coordinate daily divisional operations related to remodeling projects or changing out of equipment. Track when rooms will be open and schedule with the appropriate individuals doing the work
Coordinate divisional specific staff recognition activities such as specific professional week recognition including but not limited to planning the event(s), tracking expenses, ordering food and give-a-ways and publicizing the event. Submit staffing numbers for hospital-wide events and distribute associated tickets
Review and make recommendations to the nursing director for recognition opportunities including budget projections and potential return on investment
Coordinate divisional in-services and annual compliances and competency testing. Provide support to the divisional nursing practice leaders
Review mandatory compliances and follow-up with nursing leadership to ensure they are signed up for and complete BLS, ACLS, PALS or other mandated training before current certification expires
Develop and distribute meeting agendas, take minutes at staff meetings and distribute after sessions are held
Cross coverage from Clerk IV OR scheduler for absences
Human Resources (HR)
Responsible for assisting with ELMS schedules (reviewing, and publishing)
Monitor supervisor note sheets and provide support to Nurse Managers for payroll entries
Role in the attendance initiative: in addition to other ELMS reports, pull unplanned absence report from ELMS, review and evaluate with nursing leadership
Collaborate with the nursing recruitment team to review divisional recruitment and develop recruitment strategies
Assist leadership teams with annual performance evaluation tracking as needed/requested
Financial Responsibility
Monitor account expenditures, identify irregularities, and recommend corrective action
Review divisional monthly expenditures and provide report to the nursing director on status of expenditures to budget
Review daily staffing reports, identify reasons for discrepancies and share analysis with nursing director
Strategic Planning
Contribute ideas and participate in the development of the strategic plan for the Department of Perioperative Services
Determine data points to be tracked and develop methods to capture the data to measure plan outcomes and results
Information Management
Develop and revise departmental informational materials for distribution such as educational pamphlets, patient welcome and discharge packets, welcome packets for staff and floats, and Power Point presentations
Evaluate requests and exercise discretion and judgment in providing confidential information to appropriate parties
Review, revise and develop office policies and procedures
Perform position control audits and educate nursing leadership staff
Communications Management
Perform functions ensuring a high level of customer service, including communication and organizational skills
Develop and distribute posters for staff development opportunities and recruitment events
Draft weekly updates to staff. Assist with policy review and revisions
Assist the nursing director with calendar and coordination of meetings and activities for the division. Support nursing director in preparing agenda's and supporting information needed for meeting discussion
Compose draft correspondence for the nursing director requiring discretion and judgment
Communicate, disseminate and present information to the Perioperative leadership team
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
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Required Qualifications
Bachelor's degree in Business Administration or related field or an equivalent combination of education and experience
6 months - 1 year recent administrative, office coordination or financial experience
Excellent verbal, written and interpersonal communication skills
Proficiency in Microsoft Office suite (Word, Excel, Power Point)
Desirable Qualifications
Ability to analyze data and critical thinking skills
Previous experience working in a health care setting
Previous experience working with service excellence /customer focused environment
Excellent organizational skills
Recent experience with scheduling/payroll related activities for nurses and support staff
Application Process: In order to be considered, applicants must upload a resume or CV (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.
With additional questions, please reach out to Anne Beyerink at anne-phillips@uiowa.edu
