Admin Services Coordinator - Dept of Surgery - Acute Care Surgery

• Provide administrative support for the daily operations of the Division of Acute Care Surgery.
• Manage schedules and calendars for ACS faculty, residents, and staff, including coordination of complex call schedules, clinical duties, and confidential meetings.
• Schedule internal and external meetings, conferences, and events; prepare and distribute agendas; record attendance and prepare detailed minutes.
• Coordinate and manage faculty travel logistics, including registration, airfare, lodging, and reimbursements; reconcile and manage P-Card for related purchases.
• Evaluate and prioritize requests, exercising discretion and judgment when providing confidential information to appropriate parties.
• Serve as primary contact for inquiries from patients, faculty, and staff; respond to questions or appropriately redirect inquiries.
• Apply working knowledge of operational processes to manage multiple concurrent objectives, project groups, and timelines with high attention to detail.
• Provide backup coverage for other divisional secretaries during absences.
• Support the coordination of strategic planning processes and meeting deliverables; establish and maintain timelines; remind contributors of deadlines and assist with editing and submission of materials.
• Review office procedures and make recommendations for improvement or the development of new procedures.
• Maintain and order supplies for the division, ensuring timely distribution and inventory oversight.
• Monitor accounts and expenditures; initiate and track purchasing and financial transactions in alignment with departmental and university guidelines.
• Initiate HR transactions at the request of others and provide basic guidance and information related to HR policies and procedures.
• Demonstrate excellent oral and written communication skills, ensuring accurate and professional correspondence.
• Maintain effective communication with internal and external constituents to support a collaborative work environment.

• 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 on benefits, please visit:

• A bachelor's degree or an equivalent combination of education and experience.
• Minimum of 1 year of administrative experience supporting the daily operations of an office in a healthcare setting.
• Excellent written and verbal communication skills, including experience or capacity to demonstrate positive interpersonal skills with difficult personalities and with members of all levels of the organization, develop and maintain collaborative working relationships, and the ability to manage small and large group interactions.
• Ability to both work independently and respectfully collaborate with a team.
• Demonstrates exceptional organizational skills, accuracy, and attention to detail, showing the ability to handle multiple tasks, establish priorities, and meet tight deadlines in situations both complex and sensitive in nature.
• Demonstrates proficiency in use of Microsoft Office applications including Outlook, Access, PowerPoint, Excel, Teams, and Word.
• Ability to compose communications and grammatically correct documents in a concise, logical, and organized manner.
• Demonstrates initiative and a proactive approach to problem solving and prioritization of work tasks.

• Previous experience working with university accounting, P-Card, and travel systems as well as billing and payment tracking.
• 3+ years of related administrative or program experience supporting the daily operations of an office in a healthcare setting.
• Demonstrated experience working with confidential projects using discretion and independent judgement.

• Knowledge of University policies, procedures, regulations, and guidelines as well as familiarity with UI Health Care entities and functions.

• Resume
• Cover Letter

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

• Pay Level: 2B

• Organization: Healthcare
• Contact Name: Katie Pontious-Vanhxay
• Contact Email: Katie-Pontious-Vanhxay@uiowa.edu

University of Iowa