Secretary III

Within the Division of Medical Genetics & Genomics, under general supervision, performs secretarial work such as composing correspondence, compiling specialized reports, coordinating activities, and obtaining and providing factual information requiring interpretation of the policies and procedures of both the assigned and related work areas.  Duties involve the use of telephones, personal computers, computer terminals, and a variety of software and/or conventional office equipment.  

Position Responsibilities:

Scheduling and Organizing
•    Coordinates and organizes activities and/or events for department requiring independent decision making and judgment, within established parameters, regarding selection of speakers, event spending, etc. that is more complex and non-routine. (preparing meeting agendas, scheduling division meetings and taking meeting minutes)
•    Updates division, clinic and call schedules in various systems, such as Outlook, SmartWeb, Qgenda etc. 
•    Send meeting planners in Outlook and via Microsoft Teams.
•    Provides support for annual Neurofibromatosis Family and Patient Care Conference including arranging and securing location for conference, catering services, attendee gift bags and handouts for attendees, arranging AV equipment for presentations and requests and provides census data for NF Annual report.
•    Manages, prints, and posts daily conference room schedule.

General Division Support
•    Composes non-routine correspondence requiring judgment in the application of policies and procedures in both the assigned and related work areas.
•    Collects, compiles, and analyzes data for specialized reports requiring some informational search (data research, external contacts, complex queries, etc.) and a knowledge of the operations of both the assigned and related work areas.  
•    Prepares, reviews, and analyzes documents such as reports, applications, records, etc., applicable to a specialized subject area requiring independent informational search.
•    Initiates travel arrangements for members of the division.
•    Initiates and processes standard forms (most are online) for the division.
•    Maintains and updates records for purchase transactions.
•    Places orders & tracks the patient spend downs for the Iowa Metabolic Food and Formula Program.
•    Serves as primary division contact for building maintenance and facilities management.
•    Serves as primary resource for answering division telephones and routing calls to appropriate staff members (this entails interacting with patients, physicians, general public, etc.).
•    Supports Newborn Screening Program.
•    Serves as back up for distribution of inbound faxes for the division.
•    Faxing/scanning/copying for division staff as needed.
•    Mailings for patients per request from staff.
•    Daily mail run to Pediatrics, open and distribute mail in division, open and sort patient related mail for faculty. FedEx send out testing.
•    Ensures that copiers, printers, and other office supplies are properly stocked.
•    Other secretarial duties as assigned.

Clinical Support
•    Assists with coordinating and updating scheduling with any clinic or template changes as needed
•    Prints and collates patient education material for clinics. 
•    Replenish patient education folders and intake forms.
 

Required Qualifications:

Any combination of related clerical office experience, related undergraduate education and/or post high school clerical training that is the equivalent to 4 years of full-time employment and includes the use of word processing.

Desired Qualifications:

•    Excellent written and verbal communication skills
•    Previous experience working in healthcare administration
•    Previous experience managing calendars and coordinating schedules
•    Previous experience with invoicing and reconciling financials is highly desired
•    Experience with EPIC is highly desired
 

• Percent of Time:  100% 
• Location:  Iowa City, Iowa
• Salary:  Minimum $44,557.92   Maximum $66,377.52

Benefits Highlights:  Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans.  

University of Iowa Healthcare—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

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 10 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 Lisa Dismang at lisa-dismang@uiowa.edu