Clinic Services Coordinator – UI Health Care Holiday Road Urgent Care/Occupational Health 100%25

📍 Job Overview

Job Title: Clinic Services Coordinator – UI Health Care Holiday Road Urgent Care/Occupational Health 100%

Company: University of Iowa

Location: Iowa City, Iowa, United States

Job Type: Full-time, Regular

Category: Operations Management / Healthcare Administration

Date Posted: 2026-06-08T21:07:05

Experience Level: Mid-Level (2-5 years)

Remote Status: On-site

🚀 Role Summary

• This role focuses on providing operational oversight and administrative supervision for frontline staff across multiple clinic sites, including Urgent Care and Occupational Health.

• Key responsibilities include optimizing patient registration, scheduling, and check-in/check-out processes to ensure efficiency and excellent patient experience.

• The position involves managing provider association new provider associations and daily template maintenance, directly impacting clinic workflow and resource utilization.

• It requires strong leadership skills to coach, mentor, and manage frontline staff, ensuring adherence to policies, guidelines, and service excellence standards.

📝 Enhancement Note: While the title suggests a "Coordinator" role, the extensive responsibilities in supervision, performance management, and operational oversight indicate a mid-level management or team lead position within operations, specifically geared towards healthcare clinic administration. The 100% employment type confirms a full-time commitment.

📈 Primary Responsibilities

• Oversee and coordinate patient access activities, including registration, scheduling appointments, and managing check-in/check-out processes across multiple clinic locations.

• Supervise the delivery of frontline services, ensuring compliance with departmental standards, policies, and patient satisfaction expectations.

• Analyze operational data, identify opportunities for improvement, and recommend enhancements to clinic workflows, policies, and procedures.

• Manage and maintain provider scheduling templates, address template build issues, and support new provider associations to ensure optimal clinic capacity and efficiency.

• Provide administrative supervision to frontline staff, including assigning daily work, developing performance, providing feedback, coaching, and counseling.

• Act as a primary point of contact for resolving complex frontline issues, concerns, and escalating critical matters to leadership as needed.

• Collaborate with departmental administrators, nurse managers, physicians, and other stakeholders to enhance patient experience, service delivery, and operational effectiveness.

• Develop and implement training programs for new and existing staff to improve frontline operations and service excellence behaviors.

• Participate actively in the recruitment process for new frontline staff.

• May contribute to budget recommendations and manage expenses within the assigned operational areas.

📝 Enhancement Note: The responsibilities listed extend beyond basic coordination to encompass direct supervision, performance management, and strategic input into operational improvements, aligning with a "Team Lead" or "Assistant Manager" scope within healthcare operations.

🎓 Skills & Qualifications

Education:

• A Bachelor’s degree in a health-related field (e.g., Health Information Management) OR an equivalent combination of education and experience in healthcare systems, clinic operations, or patient relations. Experience:

• Minimum of one year of administrative experience.

• Proven experience in a leadership role directing the work of employees.

• Demonstrated experience with patient registration, scheduling, and check-in/check-out processes in a healthcare setting. Required Skills:

• Operational Oversight: Ability to manage and optimize daily operations of multiple clinic sites.

• Staff Supervision & Management: Experience in directing, coaching, and developing frontline staff performance.

• Patient Access Management: Proficiency in patient registration, scheduling, and front desk operations.

• Problem-Solving & Conflict Resolution: Skill in investigating and resolving complex frontline issues promptly.

• Communication Skills: Excellent written and verbal communication for effective stakeholder interaction and staff coaching.

• Computer Proficiency: Proficient in spreadsheet and database applications (e.g., Microsoft Excel, database software).

• Process Improvement: Ability to analyze data and recommend opportunities for operational enhancements.

• Template Management: Experience with provider scheduling templates, including build and maintenance.

Preferred Skills:

• Experience with hospital operations and/or Ambulatory Clinic operations.

• Experience with the Epic system for electronic health records and scheduling.

• Experience in a formal supervisory or leadership role within a healthcare setting.

• Experience with scheduling and/or check-in functions in an outpatient clinic setting.

• Ability to be self-directed and demonstrate excellent judgment in prioritizing multiple projects.

• Knowledge of University of Iowa Health Care policies, procedures, and regulations.

📝 Enhancement Note: The "Desirable Qualifications" directly supplement the "Required Skills" by highlighting specific healthcare systems (Epic), operational environments (Ambulatory Clinic), and leadership experience that would make a candidate highly competitive. The requirement for a driver's license and travel suggests a multi-site responsibility.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• Workflow Optimization Case Studies: Present examples of how you analyzed clinic workflows (e.g., patient registration, scheduling) and implemented process improvements to enhance efficiency, patient flow, or staff productivity.

• Performance Metrics & Reporting: Showcase your ability to track, analyze, and report on key operational metrics related to patient access, clinic utilization, or staff performance. Include examples of dashboards or reports you've created or managed.

• System Implementation/Configuration Examples: If applicable, provide examples of your involvement in system configuration or optimization, such as template builds, user setup, or workflow adjustments within EMR/scheduling systems.

• Problem-Resolution Documentation: Document instances where you identified and resolved complex operational issues, detailing the problem, your approach, and the positive outcome for the clinic or patients.

Process Documentation:

• Standard Operating Procedures (SOPs): Demonstrate experience in developing or refining SOPs for frontline clinic operations, covering areas like patient registration, appointment scheduling, check-in/check-out, and template management.

• Training Materials: Showcase any training materials or guides you've developed for frontline staff on new processes, system usage, or service excellence.

• Process Improvement Proposals: Include examples of proposals or recommendations made to management for improving clinic processes, supported by data and projected benefits.

📝 Enhancement Note: While not explicitly requested, a strong portfolio for this role would showcase tangible results from overseeing operations, managing staff, and optimizing clinic processes, particularly within healthcare. Demonstrating proficiency with EMR systems like Epic and an understanding of healthcare operational metrics would be crucial.

💵 Compensation & Benefits

Salary Range:

The University of Iowa utilizes a pay grade system. This position is classified as Pay Grade 4A. Salary information can be found at: https://hr.uiowa.edu/pay/plans. Based on typical university salary structures for mid-level administrative roles with supervisory responsibilities in Iowa City, IA, a reasonable estimated annual salary range for Pay Grade 4A could be between $50,000 and $70,000. This estimate is subject to the University's official pay scale and individual experience.

Benefits:

• Comprehensive Health Coverage: Includes health insurance.

• Dental and Vision: Dental insurance is provided.

• Life and Disability: Life insurance and disability insurance options are available.

• Retirement: Generous employer contributions into retirement plans, including a double retirement match.

• Paid Time Off: Includes paid vacation and sick leave.

• Professional Development: Opportunities for growth and learning within the University system.

• Other Perks: Access to University of Iowa Health Care resources and a supportive work environment.

Working Hours:

• 40 hours per week.

• Work hours vary Monday through Friday between 7:30 AM - 5:00 PM. This schedule provides a predictable routine with potential for some flexibility within business hours.

📝 Enhancement Note: The provided URL for salary plans indicates a structured compensation framework. The benefits are extensive, particularly the double retirement match, which is a significant perk for long-term employees. The work hours are standard for a full-time operational role.

🎯 Team & Company Context

🏢 Company Culture

Industry: Healthcare (Academic Medical Center / University Hospitals)

Company Size: Large (University of Iowa is a major public research university with a large healthcare system)

Founded: 1847 (University of Iowa)

Team Structure:

• This role operates within the University of Iowa Community Clinics (UICC), specifically supporting Holiday Road Urgent Care and Occupational Health.

• The Clinic Services Coordinator will likely oversee a team of frontline staff (e.g., patient registration specialists, schedulers, administrative assistants) at these locations.

• Reporting structure would typically be to a Clinic Manager, Operations Director, or similar leadership role within the UICC.

• Cross-functional collaboration is expected with physicians, nurses, clinic administrators, patient financial services, and other healthcare professionals. Methodology:

• Data-Driven Decision Making: Emphasis on analyzing data to identify operational bottlenecks and opportunities for improvement in patient access and clinic efficiency.

• Process Optimization: Focus on developing and implementing efficient workflows for patient registration, scheduling, and front desk operations.

• Service Excellence: Strong commitment to delivering high-quality patient care and positive patient experiences, as reflected in the "WE CARE" core values.

• Team Development: Emphasis on coaching, mentoring, and developing staff to ensure high performance and service standards.

Company Website: https://uiowa.taleo.net/careersection/2b/jobdetail.ftl?job=26003542&lang=en (Job Posting Link)

University Website: https://www.uiowa.edu/

UI Health Care Website: https://uihealthcare.org/

📝 Enhancement Note: The University of Iowa's "WE CARE" core values (Welcoming, Excellence, Collaboration, Accountability, Respect, Empowerment) provide a strong framework for understanding the company culture and expected behaviors. As a large academic institution, there's likely a blend of structured processes and a commitment to research and education alongside patient care.

📈 Career & Growth Analysis

Operations Career Level: Mid-Level Operations Management/Supervision. This role bridges individual contributor administrative tasks with team leadership and operational oversight. It's a stepping stone towards higher-level clinic management or specialized operations roles.

Reporting Structure: Reports to a higher-level clinic administrator or operations manager. Supervises frontline clinic staff.

Operations Impact: Directly influences the patient experience from the initial point of contact, impacting patient flow, clinic efficiency, provider productivity, and potentially revenue cycle management through accurate registration and scheduling. The role's effectiveness is critical for the smooth functioning of urgent care and occupational health services.

Growth Opportunities:

• Advancement to Clinic Management: Potential to move into roles like Clinic Manager or Operations Manager for larger or multiple clinic sites.

• Specialization: Opportunities to specialize in areas like Patient Access Management, Healthcare Informatics (especially with Epic experience), or Occupational Health program coordination.

• Skill Development: Continuous learning in healthcare administration, EMR systems (Epic), performance improvement methodologies, and leadership development through university resources.

• Cross-Departmental Mobility: Potential to move into other operational or administrative roles within the broader UI Health Care system.

📝 Enhancement Note: The "Percent of Time: 100%" and the explicit mention of "administrative supervision" and "managing the frontline at multiple sites" suggest a role with significant responsibility, indicating a growth path beyond a basic coordinator.

🌐 Work Environment

Office Type: Primarily an on-site role within a busy clinic setting. This involves direct interaction with patients and staff in a healthcare environment.

Office Location(s): Iowa City, IA; Coralville, IA (and surrounding clinics/locations based on clinic needs). This implies potential travel between clinic sites.

Workspace Context:

• Dynamic Healthcare Setting: The work environment will be fast-paced and require adaptability to changing patient volumes and operational needs.

• Collaborative Atmosphere: Expect to work closely with a diverse team of healthcare professionals, administrative staff, and potentially patients.

• Technology Utilization: Heavy reliance on EMR systems (Epic), scheduling software, and standard office productivity tools.

Work Schedule:

• Standard Monday-Friday work week, typically between 7:30 AM and 5:00 PM. This offers a predictable schedule suitable for managing daily operations and staff oversight, while allowing for personal time outside of core business hours.

📝 Enhancement Note: The requirement for a driver's license and ability to meet UI Fleet Safety Standards, along with the mention of supporting "surrounding clinics/locations based on clinic needs," strongly suggests that this role will involve travel between different clinic sites within the Iowa City and Coralville areas.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening: Review of resume and cover letter to assess qualifications against the job requirements.

• Phone/Video Interview: A preliminary discussion with an HR representative or hiring manager to gauge experience, cultural fit, and understanding of the role.

• On-site/In-depth Interview: This stage will likely involve meeting with the hiring manager and potentially other key stakeholders (e.g., Clinic Manager, Physician Lead). Expect behavioral questions focusing on leadership, problem-solving, patient interaction, and operational efficiency.

• Skills Assessment/Case Study (Potential): You might be asked to prepare a short presentation or respond to a case study related to clinic operations, template management, or staff supervision.

• Final Interview/Offer: Discussion of final details and potential job offer.

Portfolio Review Tips:

• Quantify Achievements: For any process improvement or operational success, use specific data and metrics (e.g., "reduced patient wait times by 15%", "increased scheduling accuracy by 10%", "managed a team of 5 frontline staff").

• Highlight Leadership & Problem-Solving: Showcase instances where you took initiative, mentored staff, resolved conflicts, or improved operational workflows.

• Demonstrate System Proficiency: If you have Epic experience, be prepared to discuss specific modules or functionalities you've utilized, especially related to scheduling and patient access.

• Tailor to Healthcare: Emphasize your understanding of healthcare environments, patient privacy (HIPAA), and the unique demands of clinic operations.

• Structure for Clarity: Organize your portfolio items logically, perhaps by responsibility area (e.g., Staff Management, Process Improvement, System Utilization).

Challenge Preparation:

• Operational Scenarios: Be ready to discuss how you would handle common clinic operational challenges, such as managing high patient volumes, addressing staff shortages, resolving patient complaints, or optimizing provider schedules during peak times.

• Leadership Examples: Prepare examples demonstrating your ability to motivate a team, provide constructive feedback, and handle performance issues.

• System Knowledge: If Epic is mentioned, be prepared to discuss your experience with its scheduling, registration, or template management features.

📝 Enhancement Note: The application instructions specifically ask for a "plain text cover letter" that "clearly addresses how they meet the listed required and desired qualifications." This indicates a strong emphasis on direct alignment between the candidate's experience and the job requirements, rather than a generic application.

🛠 Tools & Technology Stack

Primary Tools:

• Electronic Health Record (EHR) System: Experience with the Epic system is highly desirable and likely a core tool for patient registration, scheduling, and template management.

• Scheduling Software: Beyond the EHR, potentially specialized scheduling or patient flow management tools.

• Productivity Suites: Microsoft Office Suite (Word, Excel, Outlook) is essential for administrative tasks, reporting, and communication.

Analytics & Reporting:

• Spreadsheet Software: Advanced use of Excel for data analysis, tracking, and reporting on operational metrics.

• Database Applications: Potential use of internal databases for managing clinic data.

• Reporting Tools: Familiarity with generating reports from EHR systems or other data sources.

CRM & Automation:

• While not a direct CRM role, understanding patient relationship management principles is key.

• Potential use of internal communication or task management tools.

• Automation might be relevant for workflow improvements within the EHR or other systems.

📝 Enhancement Note: Proficiency with the Epic system is a significant "Desirable Qualification" and a critical tool for this role. Candidates with strong Epic experience, particularly in scheduling and access modules, will have a considerable advantage.

👥 Team Culture & Values

Operations Values:

• Welcoming: Creating an inclusive environment for patients and staff, promoting dignity and well-being.

• Excellence: Striving for the best in patient care delivery, operational efficiency, and service quality.

• Collaboration: Working effectively with physicians, nurses, administrators, and other departments to achieve common goals.

• Accountability: Taking responsibility for actions, maintaining integrity, and responding to errors constructively.

• Respect: Ensuring all individuals feel valued, safe, and respected within the clinic environment.

• Empowerment: Supporting professional growth and providing opportunities for staff development.

Collaboration Style:

• Cross-functional Integration: Expect to work closely with clinical teams (doctors, nurses) and administrative departments (patient financial services, HR) to ensure seamless operations.

• Open Communication: Encouraging feedback and open dialogue to address issues and drive continuous improvement.

• Team-Oriented Approach: Fostering a supportive environment where staff can rely on each other to meet patient needs and operational targets.

📝 Enhancement Note: The "WE CARE" values are central to the University of Iowa's culture and will heavily influence how performance is evaluated and how daily interactions are conducted within the clinic. Candidates should be prepared to articulate how they embody these values.

⚡ Challenges & Growth Opportunities

Challenges:

• Managing Multiple Sites: Coordinating operations and staff across different clinic locations can be complex, requiring strong organizational and time management skills.

• High Patient Volume & Acuity: Urgent care and occupational health settings can experience unpredictable patient loads and diverse medical needs, requiring quick decision-making and adaptability.

• Staffing & Performance Management: Ensuring adequate staffing levels, managing performance, and motivating diverse staff members can be demanding.

• System Optimization: Keeping up with evolving EMR functionalities (like Epic) and optimizing their use for efficiency requires continuous learning.

• Balancing Operational Demands: Juggling daily operational tasks, staff supervision, and strategic improvement initiatives.

Learning & Development Opportunities:

• Formal Training: Access to University of Iowa's extensive professional development programs, potentially including leadership training, project management, and advanced EMR training.

• Mentorship: Opportunities to learn from experienced healthcare administrators and leaders within the UI Health Care system.

• Industry Exposure: Staying current with best practices in healthcare operations, patient access, and clinic management.

• Career Advancement: Clear pathways for growth within the UI Health Care system, from supervisory roles to management positions.

📝 Enhancement Note: The challenge of managing multiple sites and ensuring consistent service quality across them is a key aspect of this role, requiring strong logistical and communication skills.

💡 Interview Preparation

Strategy Questions:

• "Describe a time you had to resolve a complex patient access issue. What steps did you take, and what was the outcome?" (Focus on problem-solving, patient advocacy, and process knowledge.)

• "How would you approach improving the patient check-in process at a busy urgent care clinic?" (Focus on operational analysis, efficiency, and patient experience.)

• "Tell me about your experience supervising or leading a team. How do you motivate staff and manage performance?" (Focus on leadership, coaching, and HR management.)

• "How have you used data to drive operational improvements in a previous role?" (Focus on analytical skills and impact measurement.) Company & Culture Questions:

• "How do you embody the 'WE CARE' values in your daily work?" (Prepare specific examples for Welcoming, Excellence, Collaboration, Accountability, Respect, Empowerment.)

• "What are your thoughts on the importance of patient experience in an urgent care or occupational health setting?" (Demonstrate understanding of patient-centric care.)

• "Describe your experience working in a large, multi-faceted organization like the University of Iowa." (Show an understanding of larger institutional dynamics.) Portfolio Presentation Strategy:

• Case Study Focus: Select 1-2 strong examples from your experience that demonstrate significant impact. For instance, a process improvement initiative, a successful staff development program, or a complex problem you resolved.

• STAR Method: Structure your examples using the STAR method (Situation, Task, Action, Result). Clearly articulate the challenge, your role, the specific actions you took, and the measurable positive outcome.

• Quantify Results: Use numbers and data to illustrate the impact of your work (e.g., "reduced errors by X%", "improved patient satisfaction scores by Y points", "streamlined process saving Z hours per week").

• System Integration: If relevant, explain how you leveraged specific systems (like Epic) to achieve your results.

• Conciseness: Be prepared to present your key achievements efficiently and answer questions thoroughly.

📝 Enhancement Note: The application requires addressing qualifications directly, so interview responses should consistently tie back to the specific requirements and desirable qualifications listed in the job description.

📌 Application Steps

To apply for this operations position:

• Submit your application through the provided Taleo link: https://uiowa.taleo.net/careersection/2b/jobdetail.ftl?job=26003542&lang=en

• Tailor Your Resume: Ensure your resume clearly highlights your administrative experience, leadership roles, patient access management skills, and any experience with healthcare systems like Epic. Use keywords from the job description.

• Craft a Targeted Cover Letter: Write a plain text cover letter that directly addresses each required and desirable qualification. Use specific examples to demonstrate how your skills and experience align with the role's responsibilities.

• Prepare Your Portfolio (Optional but Recommended): Gather examples of your work that showcase process improvements, operational efficiency gains, staff management successes, and any data analysis or reporting you've done. Be ready to discuss these during an interview.

• Research UI Health Care: Familiarize yourself with the University of Iowa's mission, the "WE CARE" values, and the services offered by UI Health Care, particularly the Community Clinics, Urgent Care, and Occupational Health.

⚠️ 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.