Administrative Services Coordinator - Ophthalmology (Retina)

The University of Iowa Department of Ophthalmology and Visual Sciences is seeking an Administrative Services Coordinator - Retina. The Admin Services Coordinator serves as the liaison between patients, the Retina-Vitreous Specialty Service, while collaborating with external resources to manage patients requiring complex vitreoretinal surgical procedures and intraocular tumors. Assists vitreoretinal surgeons in the Department of Ophthalmology & Visual Sciences. Provides complex administrative support for the Retina Fellowship Program. Organizes Retina Fellowship for service with four 2-year fellows and one to two 1-year fellow(s) recruitment/placement and oversees fellowship process from beginning to end. Performs complex administrative and financial assistance for Retina research and grants, requiring contact with directors, department heads, upper level executives, public and private officials, along with the general public, patients/families, faculty, and staff. Assists with obtaining imaging and medical records for patients with complex retinal tumors and/or additional patient populations to ensure that information is available for physicians to provide excellent patient care.
Position Responsibilities:

• Maintain effective working relationships with and serve as primary contact for the Retina-Vitreous Specialty service, faculty, staff, students, donors and the public concerning inquiries or complaints requiring interpretation of policies, procedures and programs for the department.
• May assist front line staff and technicians with direct patient care related tasks including, but not limited to, ordering supplies, etc. May serve a clinic hall monitor on assigned clinic days and/or as needed.
• Evaluate requests and exercise discretion and judgment in providing confidential information to appropriate parties.
• Serve as primary contact for development, administrative assistance, and expertise for Retina- Vitreous fellowship, educational, research, community/ regional/ statewide/ national organizations, service, and health care programs and conferences.
• Obtain and synthesize data, prepare agendas and manage the Retina-Vitreous specialty details; review and approve financial transactions; coordinate meetings, site visits, monthly forums, teleconferences and videoconferences and special events.
• Compose and manage related communications including licensure, letters, referring provider correspondence, patient correspondence, emails, posters and mailings, requiring a high level of confidentiality, attention to detail, excellent organizational skills and effective written, verbal and interpersonal communication skills.
• Manage complex schedules for Retina-Vitreous Faculty, Fellows, and Residents, requiring judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments and synthesizing multiple electronic calendar systems; manage itineraries and travel arrangements for Retina-Vitreous Specialty, and other visitors.
• Develops an understanding of accounts and expenses, direct and indirect costs, while managing Retina-Vitreous costs.
• Coordinate and/or assist with Retina-Vitreous educational, clinical, research and fundraising events; participate on committees.
• Ability to step into a leadership role to carry out administration tasks/decisions independently, effectively, and efficiently in support of individuals, and/or teams.
• Exercise knowledge of faculty HR policies and procedures in order to provide basic initial guidance.
• May assist in the coordination/preparation/implementation of strategic plans in support of the Retina-Vitreous Faculty, administrative suite, staff, and learners.
• Provide assistance for onboarding of new Retina-Vitreous Faculty, Fellow, resident members.
• Develop and revise Retina-Vitreous Specialty Departmental informational materials for distribution.
• Obtain, tabulate and analyze data to prepare periodic and special reports.
• Obtain, coordinate and distribute information on behalf of Retina-Vitreous Specialty.
• Serve as member of internal and external committees and workgroups, as directed.
• Obtain surgical and clinical metrics; prepare reports for service analysis
• Serve as a backup member for the ophthalmology administration team to provide backup coverage to other team members during absences.
• Perform other duties as assigned

Required Qualifications:

• Bachelor's degree in Business Administration or related field, or an equivalent combination of education and experience.
• Minimum 6 months-1 year administrative and financial experience.
• Ability to anticipate needs, problems and potential issues and use judgment, foresight and problem-solving skills to troubleshoot, recommend and implement solutions.
• Demonstrate careful attention to detail and accuracy, strong organizational skills and ability to handle multiple tasks quickly and effectively, proactively establish priorities and meet deadlines.
• Excellent written and verbal communication skills required including ability to compose communications and grammatically correct documents in a concise, logical and organized manner.
• Proficient in computer software applications (Microsoft Office Programs)
• Valid US driver's license and eligibility to operate motor vehicles under University standards.

Desired Qualifications:

• Three years + administrative support experience in a health care and/or collegiate setting is highly desirable.
• Three years + with support experience with multiple calendar and scheduling management is highly desirable.
• Experience planning and/or organizing meetings and group events.
• Experience with accounts and expenses, direct and indirect costs.
• Experience with reconciliation of funding sources.
• Experience with purchasing and receiving of resources & supplies.
• Knowledge of University of Iowa policies and procedures.

Supervision Received
Administrative supervision received from the Clinic Services Manager with functional supervision received from the Department Administrator.
Supervision Exercised
Functional supervision may be exercised over support staff and student assistants, as assigned.
Position and Application Details:
In order to be considered for an interview, applicants must upload a cover letter and resume and mark them as a relevant file to the submission.
Job openings are posted for a minimum of 14 calendar days and may be removed from posting and filled any time after the original posting period has ended.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. Up to 5 professional references will be requested at a later step in the recruitment process.
For additional questions please contact Melissa Monhollon, HR Manager, at melissa-monhollon@uiowa.edu.