Admin Services Coordinator - UI Patient Access Center (part-time)

📍 Job Overview

Job Title: Admin Services Coordinator - UI Patient Access Center (part-time)

Company: University of Iowa

Location: Iowa City, Iowa, United States

Job Type: Part-time, Regular

Category: Operations Support / Administrative Operations

Date Posted: 2026-09-14

Experience Level: Entry to Mid-Level (0-2 years)

Remote Status: On-site (Hybrid potential for specific tasks)

🚀 Role Summary

• This role is pivotal in ensuring the smooth daily operations of the UI Patient Access Center (UI PAC) through comprehensive administrative support.

• Key responsibilities include managing procurement processes, financial reconciliation, and coordinating departmental logistics to enhance operational efficiency.

• The position acts as a central point of contact for various operational inquiries, facility management, and internal communications, fostering a well-organized work environment.

• This role contributes directly to the patient access experience by supporting the operational infrastructure that enables seamless patient flow and service delivery within the healthcare setting.

📝 Enhancement Note: While the primary role is on-site to manage physical office logistics and direct staff support, the mention of coordinating remote work location activities suggests a hybrid operational model might be supported or that the coordinator plays a role in enabling it. The "part-time" nature and specific shift patterns indicate a focus on core operational hours rather than full-time, 24/7 coverage.

📈 Primary Responsibilities

• Oversee the procurement of departmental supplies, equipment, and services, including initiating purchasing requests and comparing vendor options for contract negotiations.

• Manage financial reconciliation processes, including end-of-month financial statements, P-Card reconciliation, and submitting funding charges for operational expenses.

• Coordinate departmental events, town hall meetings, and presentations, ensuring all logistical and administrative aspects are managed effectively.

• Maintain critical personnel documentation, such as office layouts, staff work location status, contact information, and emergency details, ensuring data accuracy and accessibility.

• Serve as the primary liaison for building maintenance, facilities management, and initiating work orders for repairs, cleaning, or IT infrastructure needs (Ethernet, phone lines).

• Support the onboarding process for new staff by preparing necessary administrative materials and coordinating workspace arrangements.

• Design, maintain, and update content for internal communication platforms like the UI PAC Loop and Teams websites, ensuring information is current and accessible.

• Provide first-line support for staff regarding equipment issues (headsets, phones, computers, copiers) and access requests, escalating to appropriate IT or facilities teams as needed.

• Assist the HR team with administrative tasks and provide support for administrative projects for department directors and managers on an ad-hoc basis.

• Record, proofread, and disseminate meeting minutes for various departmental committees and administrative meetings, ensuring clear and accurate communication.

📝 Enhancement Note: The responsibilities listed indicate a strong focus on operational efficiency and administrative support within a healthcare access center. The inclusion of financial reconciliation, procurement, and facility management points to a role that requires meticulous attention to detail and an understanding of operational workflows. The emphasis on internal communications and staff support highlights the importance of interpersonal and organizational skills.

🎓 Skills & Qualifications

Education:

• Bachelor’s degree or an equivalent combination of education and experience. Experience:

• Minimum of 6 months of directly related administrative experience is required.

• Experience with university procurement and travel policies and procedures is highly desirable, particularly for the University of Iowa system. Required Skills:

• Demonstrated proficiency in computer software applications, including Microsoft Word, Outlook, PowerPoint, and Excel.

• Excellent written and verbal communication skills, capable of interacting effectively with diverse groups of staff, management, and external vendors.

• Superior organizational and prioritization skills, with a proven ability to manage multiple projects simultaneously and meet deadlines in a fast-paced environment.

• Experience in scheduling and organizing meetings, managing calendars, and preparing meeting materials using Microsoft Outlook.

• Ability to work independently, take initiative, and proactively address operational needs.

• Demonstrated effectiveness in written and oral communication for a variety of constituencies, including administrative leadership and frontline staff.

• Experience or demonstrated ability to learn processing administrative account expenditures, creating e-vouchers, and generating purchase orders. Preferred Skills:

• Knowledge of University of Iowa policies, procedures, regulations, and guidelines, with a preference for familiarity with UI Health Care operations.

• Experience coordinating travel arrangements and reconciling associated expenses.

• Experience supporting physicians and administrative leadership in a healthcare setting.

• Experience working within a healthcare environment.

📝 Enhancement Note: The required experience level is relatively low (6 months), indicating this role is suitable for individuals early in their administrative or operations career. However, the expectation for strong organizational, communication, and software proficiency, coupled with the ability to learn complex university systems (ProTrav, P-Card, MFK), suggests that while entry-level, the candidate must be highly capable and adaptable. The preferred qualifications point towards candidates with prior exposure to university administrative systems or healthcare environments having a distinct advantage.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• Demonstrations of effective office management and administrative process optimization.

• Examples of financial tracking, reconciliation, or budget support, showcasing accuracy and efficiency.

• Case studies of event coordination or project management, highlighting planning, execution, and successful outcomes.

• Documentation of experience with procurement processes, vendor communication, or P-card reconciliation.

• Evidence of strong organizational skills through project timelines, task management systems, or workflow improvements. Process Documentation:

• Examples of how you have documented or improved administrative workflows, such as supply ordering or meeting scheduling processes.

• Showcase instances where you have implemented or adapted processes to meet new operational demands, like supporting remote work transitions.

• Provide examples of how you track and manage administrative tasks, inventory, or equipment maintenance to ensure operational continuity.

📝 Enhancement Note: For an entry-level role like this, a formal "portfolio" might not be strictly required, but candidates should be prepared to discuss their relevant experiences and skills through specific examples during interviews. The emphasis should be on demonstrating practical application of organizational, communication, and basic financial/procurement skills. Highlighting how they managed tasks, improved processes (even informally), or handled responsibilities in previous roles will be key.

💵 Compensation & Benefits

Salary Range:

• Based on the University of Iowa's Professional and Scientific Pay Structure, Level 2B, the estimated annual salary range for this part-time position in Iowa City, Iowa, would likely fall between $30,000 - $45,000 annually (pro-rated for part-time hours). This estimate is derived from typical P&S Level 2B salary bands for individuals with 0-2 years of experience, adjusted for the part-time nature of the role. Actual compensation will depend on the specific hours worked per week and the candidate's qualifications. Benefits:

• As a part-time employee of the University of Iowa, benefits may include:

  • Pro-rated paid time off (vacation, sick leave) based on hours worked.

  • Eligibility for State of Iowa retirement plan contributions.

  • Access to university employee discounts and programs.

  • Potential for health insurance or other benefits, depending on the exact number of hours worked per week and university policy for part-time staff.

  • Opportunities for professional development and training through university resources. Working Hours:

• The position is generally scheduled for 8:00 a.m. – 5:00 p.m. on Wednesdays and Fridays during Week 1, and Thursdays and Fridays during Week 2. This totals approximately 24-32 hours per week, depending on the specific schedule.

• Flexibility to work other shifts as needed to support coverage is required.

📝 Enhancement Note: The salary is an estimate based on the provided pay level (2B) and typical university salary structures for part-time roles. Specific hours per week will significantly impact the actual annual compensation. Benefits for part-time employees can vary, so candidates should inquire about the specifics during the interview process.

🎯 Team & Company Context

🏢 Company Culture

Industry: Healthcare / Higher Education

Company Size: Large (University system with tens of thousands of employees)

Founded: 1847 (University of Iowa)

Team Structure:

• The UI Patient Access Center (UI PAC) likely operates as a specialized unit within a larger healthcare or administrative division of the University of Iowa.

• The Admin Services Coordinator reports to a department director or manager, supporting a team focused on patient access operations.

• Collaboration is expected with various internal departments, including IT (HCIS), Facilities Management, Procurement, Human Resources, and potentially other administrative units within UI Health Care. Methodology:

• The UI PAC likely employs structured operational methodologies to ensure efficient patient scheduling, registration, and access to healthcare services.

• Emphasis is placed on process adherence, data integrity, and compliance with university and healthcare regulations.

• The administrative support function is critical for maintaining the operational backbone, ensuring resources are available and processes are followed smoothly.

Company Website: https://uiowa.edu/ and https://uihc.org/

📝 Enhancement Note: The University of Iowa is a large, established public institution with a strong emphasis on education, research, and patient care. The culture is likely professional, process-oriented, and values service to students, patients, and the broader community. For operations roles, this means a focus on adherence to established procedures and a commitment to supporting the institution's mission.

📈 Career & Growth Analysis

Operations Career Level: This role is positioned at an entry-to-mid-level administrative operations support position. It serves as a foundational role for individuals looking to gain experience in healthcare administration and operational support within a large university system.

Reporting Structure: The Admin Services Coordinator will report to a Director or Manager within the UI Patient Access Center. This provides exposure to leadership decision-making and operational strategy.

Operations Impact: The role's impact is primarily on the efficiency and smooth functioning of the UI PAC. By ensuring timely procurement, accurate record-keeping, and effective coordination, the coordinator directly contributes to the ability of the Patient Access Center to serve patients effectively, thereby indirectly impacting patient satisfaction and operational throughput.

Growth Opportunities:

• Skill Development: Opportunity to develop robust skills in administrative operations, financial reconciliation, procurement systems (ProTrav), and healthcare IT systems.

• Industry Exposure: Gain valuable experience within a large academic medical center, understanding healthcare operations and university administrative processes.

• Internal Mobility: Potential to move into more specialized administrative roles, patient access coordination, or other operational support functions within UI Health Care or the wider university system, given proven performance and acquisition of further skills.

• Professional Networking: Build relationships with key personnel in IT, Facilities, HR, and leadership within the UI PAC and UI Health Care.

📝 Enhancement Note: While this is an administrative support role, the exposure to various operational functions within a healthcare setting offers significant learning opportunities. Growth would likely involve expanding responsibilities within the department or leveraging acquired experience for similar roles elsewhere in the university or healthcare industry.

🌐 Work Environment

Office Type: On-site, within the UI Patient Access Center, likely an office or cubicle environment.

Office Location(s): Iowa City, Iowa. The specific location within the UI Health Care campus or associated facilities will be provided upon hire.

Workspace Context:

• The workspace will be a professional office environment requiring interaction with colleagues and potentially external vendors.

• Access to standard office equipment, computers, and relevant university software systems will be provided.

• The role involves direct support for staff, suggesting a collaborative atmosphere where communication and assistance are key. Work Schedule:

• The part-time schedule (approx. 24-32 hours/week) offers a degree of flexibility compared to a standard full-time role.

• The specified hours (Wednesday-Friday Week 1, Thursday-Friday Week 2) are designed to cover key operational periods, with the expectation of some shift flexibility when operational needs arise.

📝 Enhancement Note: The on-site nature is critical for managing physical office resources and providing direct support. The hybrid elements might refer to the occasional need to coordinate remote work tasks rather than the coordinator themselves working remotely.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening: Review of resume and cover letter, focusing on required qualifications and demonstrated experience in administrative support, software proficiency, and organizational skills.

• First Interview: Likely a behavioral and skills-based interview with the hiring manager (Kaitlin Luoma) and possibly another team member. Expect questions about past experiences, problem-solving approaches, and how candidates handle specific administrative tasks (e.g., conflict resolution, prioritization).

• Case Study/Skills Assessment (Potential): Candidates may be asked to complete a short exercise demonstrating proficiency in Microsoft Office applications, or a scenario-based question related to procurement, scheduling, or problem-solving.

• Final Interview: May involve a broader panel or senior leadership, focusing on cultural fit, long-term potential, and alignment with the UI PAC's mission.

Portfolio Review Tips:

• While a formal portfolio might not be strictly mandated, candidates should be prepared to discuss specific examples of their administrative achievements.

• Quantify Achievements: Instead of saying "managed supplies," say "Managed departmental supply inventory for a team of 20, reducing stockouts by 15% through improved tracking."

• Showcase Process Improvement: Describe a time you streamlined a process, like meeting scheduling or information dissemination, and the positive outcome.

• Highlight Software Proficiency: Be ready to discuss specific projects where you utilized Excel for data tracking, Outlook for complex scheduling, or PowerPoint for presentations.

• Address Healthcare/University Context: If you have relevant experience, be prepared to discuss it. If not, articulate how you would quickly learn and adapt to the university's systems and healthcare environment.

Challenge Preparation:

• Be ready to discuss how you would handle a common administrative challenge, such as:

  • Prioritizing multiple urgent requests from different stakeholders.
  • Resolving an issue with a vendor or supplier.
  • Organizing a complex departmental event with limited notice.
  • Managing confidential information.

• Practice articulating your thought process clearly and logically.

📝 Enhancement Note: Given the entry-level nature, the interview will likely focus heavily on assessing foundational administrative skills, potential for learning, and cultural fit within the university system. Demonstrating proactivity and a strong work ethic will be key.

🛠 Tools & Technology Stack

Primary Tools:

• ProTrav System: University of Iowa's system for purchasing and travel requests. Proficiency or ability to learn is essential.

• P-Card (University Purchasing Card): For managing expenditures and reconciliation.

• Microsoft Office Suite:

  • Outlook: For email, calendar management, scheduling meetings, and coordinating events.
  • Excel: For financial tracking, data entry, creating spreadsheets for inventory, and basic reporting.
  • Word: For creating documents, proofreading, and editing correspondence.
  • PowerPoint: For creating presentations for meetings and town halls.

• HCIS (Health Care Information System): While not directly managed by this role, understanding its context for IT work orders and access requests is important.

Analytics & Reporting:

• Basic spreadsheet functions in Excel for tracking expenses, inventory, and project status.

• Ability to generate simple reports or data summaries as requested by management. CRM & Automation:

• UI PAC Loop & Teams Websites: Content management and updates.

• Internal communication tools: Potentially other university-specific platforms for internal messaging and collaboration.

📝 Enhancement Note: Proficiency in Microsoft Office is a hard requirement. Familiarity with or ability to quickly learn university-specific systems like ProTrav and understanding the general IT support request process (HCIS work orders) are critical operational competencies for this role.

👥 Team Culture & Values

Operations Values:

• Service Excellence: A commitment to providing efficient and effective administrative support to the UI PAC team and its patients.

• Integrity & Accountability: Upholding university policies and procedures, particularly in financial and procurement matters, and taking responsibility for tasks.

• Collaboration: Working effectively with colleagues, management, and other university departments to achieve shared operational goals.

• Efficiency & Organization: A dedication to maintaining organized systems, managing time effectively, and contributing to streamlined operational processes.

• Adaptability: Willingness to learn new systems, adapt to changing operational needs, and assist with diverse administrative projects.

Collaboration Style:

• The role requires proactive communication and collaboration with various internal teams (IT, Facilities, HR, management) to resolve issues and fulfill requests.

• A team-oriented approach is essential, as the coordinator will support the broader UI PAC operations and staff.

• Openness to feedback and a willingness to share information and best practices within the administrative support function are valued.

📝 Enhancement Note: The culture is likely rooted in the broader university values of integrity, service, and scholarship, applied within a professional administrative and healthcare context. For operations, this translates to a focus on reliable execution and support.

⚡ Challenges & Growth Opportunities

Challenges:

• Learning Curve for University Systems: Navigating the specific procurement (ProTrav) and financial systems of the University of Iowa can be complex for new hires.

• Balancing Multiple Priorities: Juggling urgent requests from different stakeholders (Director, managers, staff, vendors) while maintaining focus on core responsibilities.

• Supporting a Diverse User Base: Assisting staff with varying levels of technical proficiency and understanding different operational needs within the patient access center.

• Managing Expectations: Effectively communicating timelines and limitations for requests, especially when dealing with university-wide procurement or IT processes.

Learning & Development Opportunities:

• System Mastery: Becoming proficient in university-specific administrative and financial systems (ProTrav, P-Card processes, HCIS request systems).

• Healthcare Operations Insight: Gaining a deeper understanding of patient access workflows, healthcare administration, and the operational challenges in a large medical center.

• Professional Development: Access to university-sponsored training programs for administrative skills, software proficiency, and potentially project management basics.

• Networking: Building a professional network within UI Health Care, which can open doors for future opportunities.

📝 Enhancement Note: The key challenge is adapting to a large, complex organizational structure with its own set of procedures and systems. Growth will come from mastering these systems and demonstrating reliability and initiative in supporting the operational needs of the UI PAC.

💡 Interview Preparation

Strategy Questions:

• "Describe a time you had to manage multiple competing priorities. How did you decide what to do first?" (Assesses prioritization and organizational skills).

• "Walk me through your experience with purchasing or procurement. What systems have you used, and what was your role?" (Evaluates procurement/financial process knowledge).

• "How do you ensure accuracy when managing financial records or reconciling statements?" (Tests attention to detail and process adherence).

• "Describe a situation where you had to communicate a complex process or information to a diverse group of people." (Gauges communication clarity and audience awareness). Company & Culture Questions:

• "Why are you interested in working for the University of Iowa and specifically the UI Patient Access Center?" (Assesses motivation and cultural fit).

• "What do you understand about the role of an Administrative Services Coordinator in a healthcare setting?" (Tests understanding of the role's impact).

• "How do you approach learning new software systems or university procedures?" (Evaluates adaptability and learning aptitude). Portfolio Presentation Strategy:

• Prepare 2-3 specific examples from your past experience that showcase your administrative, organizational, and problem-solving skills.

• For each example, use the STAR method (Situation, Task, Action, Result):

  • Situation: Briefly describe the context.
  • Task: Explain what you needed to accomplish.
  • Action: Detail the steps you took.
  • Result: Quantify the outcome or impact of your actions.

• Be ready to discuss your proficiency with Microsoft Office applications, providing examples of how you've used Excel for data management or Outlook for complex scheduling.

📝 Enhancement Note: The interview questions will likely be geared towards assessing foundational administrative competencies and the candidate's ability to integrate into a large, structured university environment. Demonstrating proactivity, attention to detail, and a customer-service mindset (for internal staff) will be crucial.

📌 Application Steps

To apply for this operations position:

• Submit your application through the provided link on the University of Iowa's Taleo career portal.

• Resume Customization: Tailor your resume to highlight administrative experience, proficiency in Microsoft Office Suite, organizational skills, and any experience with procurement, financial reconciliation, or event coordination. Use keywords from the job description.

• Cover Letter Crafting: Write a compelling cover letter that specifically addresses why you are interested in the UI Patient Access Center and the University of Iowa. Clearly articulate how your skills and experience meet the required qualifications, particularly your ability to learn new systems like ProTrav and your organizational capabilities.

• Prepare for Interview: Review common administrative interview questions and practice your responses using the STAR method. Be ready to discuss specific examples of your work and how you handled challenges. Research the University of Iowa and UI Health Care to demonstrate your understanding of their mission and values.

• Familiarize Yourself with University Systems: If possible, research the ProTrav system or general university procurement processes online to gain a basic understanding before your interview.

⚠️ Important Notice: This enhanced job description includes AI-generated insights and operations industry-standard assumptions. All details should be verified directly with the hiring organization before making application decisions.