Admin Services Coordinator - UI Health Care 50%25

📍 Job Overview

Job Title: Administrative Services Coordinator

Company: University of Iowa Community Clinics

Location: Iowa City, Iowa, United States

Job Type: Part-time, Regular

Category: Operations Support / Administrative Services

Date Posted: April 17, 2026

Experience Level: 2-5 Years (Estimated)

Remote Status: On-site

🚀 Role Summary

• Provides essential operational and administrative support to the leadership team within UI Health Care Community Clinics, ensuring the smooth functioning of daily operations and strategic initiatives.

• Facilitates efficient information flow by coordinating activities, managing calendars, and preparing reports and presentations for key stakeholders, including Directors and CEOs.

• Supports strategic planning and departmental initiatives, such as acquisitions and new clinic development, by analyzing data and assisting in the preparation of critical documentation.

• Maintains a high standard of confidentiality and discretion, demonstrating a thorough understanding of departmental dynamics and institutional priorities.

• Contributes to the overall efficiency and effectiveness of clinical operations through project management, process improvement, and cross-functional collaboration.

📝 Enhancement Note: While the title is "Administrative Services Coordinator," the responsibilities heavily lean into operations support, strategic planning assistance, and project coordination within a healthcare clinic setting. This role is crucial for enabling leadership to focus on high-level strategic and operational decisions. The "50%25" designation indicates a part-time role, likely around 20 hours per week, which is explicitly stated later in the description. The estimated experience level is derived from the blend of administrative tasks, project support, and the need for independent judgment.

📈 Primary Responsibilities

• Leadership Operational Support: Provide comprehensive operational and administrative support to the Director of UI Community Clinics, the Outreach CEO of UI Health Ventures, and other senior leaders within UI Health Care Clinics.

• Reporting & Presentation Coordination: Coordinate the preparation, assembly, and distribution of reports, presentations, and other critical documentation for leadership review and decision-making, including materials for Joint Commission preparedness.

• Strategic Initiative Support: Assist department leaders in planning, developing, coordinating, and implementing departmental plan initiatives, including support for acquisitions and new clinic build-outs.

• Data Analysis & Strategic Planning: Analyze information and data to support leadership in strategic planning activities and the preparation of presentations.

• Confidentiality & Discretion: Uphold the highest level of confidentiality and discretion regarding sensitive departmental information, internal dynamics, and the roles/responsibilities of various divisions.

• Schedule & Meeting Management: Proactively manage executive schedules, build and track meeting agendas, document minutes, and manage follow-up tasks in alignment with departmental and institutional priorities.

• HR Process Support: Provide backup coverage for departmental HR functions, specifically supporting faculty annual review and promotion processes, including preparation, tracking, follow-up, and goal alignment.

• Policy Guidance: Respond to inquiries from managers and staff regarding UI policies and procedures, acting as a resource for operational guidelines.

• Financial Monitoring Collaboration: Collaborate with the Departmental Finance team to monitor departmental spending across various contexts.

• Stakeholder Communication: Initiate and manage subsequent follow-up meetings and communication for key stakeholders across all mission elements to ensure alignment and progress.

• Project Management: Undertake other projects as assigned by leadership, focusing on improving standardization and efficiency across clinical operations.

📝 Enhancement Note: The responsibilities highlight a blend of executive administrative support and operational project coordination. The emphasis on "strategic planning," "data analysis," "acquisitions," and "clinical operations standardization" points to a role that requires more than basic administrative duties, aligning it with a mid-level operations support function. The HR and Finance collaboration aspects further broaden the scope of operational involvement.

🎓 Skills & Qualifications

Education:

• A Bachelor’s degree in Business Administration, Healthcare Administration, or a closely related field.

Experience:

• Demonstrated experience in an administrative capacity, supporting leadership.

• Proven ability to manage multiple projects and programs concurrently, with strong prioritization and goal-achievement skills.

Required Skills:

• Advanced Administrative Support: Proficiency in managing complex calendars, coordinating travel arrangements, and preparing professional meeting materials (agendas, minutes, action items).

• Communication Excellence: Exceptional verbal and written communication skills, with the capacity for positive interpersonal interactions, managing difficult personalities, and facilitating group dynamics.

• Independent Work Ethic: Ability to work independently, assess priorities, and set/achieve goals with minimal supervision.

• Confidentiality & Discretion: Proven track record of maintaining high levels of confidentiality and discretion with sensitive information.

• Interpersonal & Collaboration Skills: Strong ability to develop and maintain collaborative working relationships with diverse stakeholders at all organizational levels.

• Data Analysis Fundamentals: Basic understanding of data analysis and information synthesis to support strategic planning and reporting needs.

• Policy & Procedure Acumen: Familiarity with understanding and communicating organizational policies and procedures.

• Driver's License: Valid driver's license and ability to meet UI Fleet Safety Standards.

Preferred Skills:

• Healthcare Operations Knowledge: Working knowledge of staffing matrices, position control charts, and UI Health Care workflows.

• Ambulatory Healthcare Experience: Familiarity with the operational nuances of ambulatory health services.

• Data Management: Experience in data collection, management, and basic reporting.

• System Proficiency: Knowledge of or ability to quickly learn systems such as ELMs and Q-Genda.

• University Systems: Knowledge of University policies, procedures, and regulations.

• Project Management/Lean: Experience in project management methodologies or Lean principles for process improvement.

📝 Enhancement Note: The "Desirable Qualifications" section provides significant insight into the specific operational systems and knowledge base that would make a candidate particularly strong. The emphasis on "staffing matrix," "position control charts," and "workflow" indicates a need for an understanding of operational efficiency and resource allocation within a healthcare setting. The inclusion of "Project Management or Lean Experience" further signals the organization's interest in process optimization.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• Process Improvement Case Studies: Examples demonstrating the ability to identify inefficiencies in administrative or operational processes and implement solutions that led to measurable improvements in time, cost, or quality.

• Data Analysis & Reporting Examples: Demonstrations of how data was collected, analyzed, and presented to support leadership decision-making, strategic planning, or operational adjustments.

• System Implementation/Utilization: Evidence of experience with or ability to quickly learn and effectively utilize administrative and operational software, such as calendaring tools, project management software, or HR/finance systems.

• Confidentiality & Protocol Adherence: A clear understanding and demonstrated ability to manage sensitive information with the utmost confidentiality, adhering strictly to organizational protocols.

Process Documentation:

• Workflow Design & Optimization: Showcase examples of how workflows were mapped, analyzed, and optimized for greater efficiency, particularly in administrative support or operational coordination.

• Implementation & Automation: Document instances where new processes or system functionalities were implemented, or where tasks were automated to reduce manual effort and improve accuracy.

• Performance Measurement: Examples of how the impact of implemented processes or system changes was measured and reported, focusing on key performance indicators (KPIs) relevant to administrative or operational efficiency.

📝 Enhancement Note: For a role at this level, a formal portfolio might not be explicitly required, but candidates should be prepared to discuss specific examples from their experience that demonstrate the listed skills. The "Process & Systems Portfolio Requirements" section is tailored to highlight what interviewers will likely probe for during discussions related to process improvements, data handling, and system utilization, especially concerning the "Desirable Qualifications" like ELMs and Q-Genda.

💵 Compensation & Benefits

Salary Range:

• Estimated Range: $35,000 - $50,000 annually (pro-rated for 20 hours/week).

• Explanation: This estimate is based on the "Pay Grade: 2B" designation, a typical part-time (20 hours/week) administrative role in a university healthcare setting in Iowa, and an estimated 2-5 years of experience. The University of Iowa's pay plan structure (referenced as "https://hr.uiowa.edu/pay/plans") would provide the official pay scale for Grade 2B, which should be consulted. The exact salary will be determined by the university based on the candidate's qualifications and the specific pay grade.

Benefits:

• Comprehensive Fringe Benefit Package:

  • Paid Vacation Leave
  • Paid Sick Leave
  • Health Insurance Options
  • Dental Insurance Options
  • Life Insurance Options
  • Disability Insurance Options

Working Hours:

• Part-time: 50%25 (approximately 20 hours per week).

• Schedule: Flexible determination of schedule, typically Monday through Friday, between 8:00 AM and 5:00 PM.

• No Overtime: No on-call duties, weekends, or holidays are required.

📝 Enhancement Note: The salary estimation is crucial given the lack of explicit figures. The "Pay Grade: 2B" is a key piece of information that would allow for precise internal university salary band lookup. The benefits listed are standard for a university part-time position and are quite robust. The explicit mention of flexible scheduling within standard business hours is a significant plus.

🎯 Team & Company Context

🏢 Company Culture

Industry: Healthcare (University Healthcare System)

Company Size: Large (University of Iowa is a major public research university with extensive healthcare operations).

Founded: The University of Iowa was founded in 1847, with its health sciences divisions developing over many decades. UI Health Care is a substantial entity within the university.

Team Structure:

• Direct Support: The role directly supports senior leadership, including the Director of UI Community Clinics and the Outreach CEO of UI Health Ventures.

• Cross-Functional Interaction: Significant collaboration is expected with departmental finance teams, HR personnel, other administrative staff, faculty, and external stakeholders.

• Reporting: The coordinator will report to a designated leader within the UI Health Care Community Clinics structure, likely a Director or similar executive.

Methodology:

• Data-Driven Operations: Emphasis on analyzing information and data to support strategic planning and operational decisions.

• Process Optimization: A focus on improving standardization, efficiency, and workflow across clinical operations.

• Collaborative Planning: Encouragement of teamwork and collaboration across different mission elements (clinical care, education, research).

• Adherence to Standards: Strict adherence to university policies, procedures, and operational manuals.

Company Website: https://uihealthcare.org/

📝 Enhancement Note: The context of a large university healthcare system implies a structured environment with established policies and procedures. The "Methodology" section is derived from the responsibilities and the explicitly stated core values, emphasizing a data-informed, collaborative, and process-oriented approach to operations support.

📈 Career & Growth Analysis

Operations Career Level: This role is positioned as an entry to mid-level administrative and operations support function. It provides a foundational understanding of healthcare operations, strategic planning processes, and executive support within a large, complex organization.

Reporting Structure: The role reports directly to senior leadership within the UI Health Care Community Clinics, offering direct exposure to high-level decision-making and strategic discussions. This close proximity to leadership is a significant growth opportunity.

Operations Impact: The Administrative Services Coordinator plays a vital role in enabling leadership to execute their strategic vision and manage diverse operational initiatives effectively. By handling critical administrative tasks, facilitating communication, and supporting data-driven planning, this position directly contributes to the efficiency and success of UI Health Care Community Clinics.

Growth Opportunities:

• Skill Specialization: Develop expertise in healthcare administration, strategic planning support, and executive coordination.

• Process Improvement Expertise: Gain hands-on experience with process mapping, analysis, and implementation within a clinical operations context, potentially leading to roles focused on operations improvement or project management.

• System Proficiency: Become proficient in healthcare-specific operational systems (ELMs, Q-Genda) and university administrative tools.

• Internal Mobility: The University of Iowa is a large employer, offering potential avenues for internal advancement into roles with greater responsibility in operations, HR, finance, or project management as experience and skills develop.

• Networking: Build strong professional relationships with senior leaders and cross-functional teams, creating valuable networking opportunities.

📝 Enhancement Note: The growth potential here is significant, not necessarily through a linear "operations manager" track, but through developing a strong understanding of healthcare operations from a strategic support perspective, which is highly transferable. The connection to "UI Health Ventures" also suggests exposure to innovation and new service development.

🌐 Work Environment

Office Type: The role is based within the University of Iowa Health Care system, likely in an office setting at the HSSB (Health Sciences Support Building) in Coralville, IA, with potential for travel to surrounding clinic locations.

Office Location(s):

• Primary: HSSB - Coralville, IA

Workspace Context:

• Collaborative Environment: The role requires significant interaction with senior leadership, department staff, finance, and HR teams, fostering a collaborative and communicative work environment.

• Tools & Technology: Access to standard office technology, including computers, communication platforms, and potentially specialized university/healthcare administrative software.

• Team Interaction: Opportunities for regular interaction with a professional team dedicated to supporting the health care system's operational and strategic goals.

Work Schedule:

• Part-time (20 hours/week): Offers a degree of flexibility in managing personal time while contributing significantly to critical operational tasks.

• Standard Business Hours: The schedule is set within Monday-Friday, 8:00 AM - 5:00 PM, allowing for predictable workdays.

📝 Enhancement Note: The "HSSB - Coralville, IA" location is specific. The emphasis on collaboration and access to tools is standard but relevant given the support nature of the role. The flexibility within standard hours is a key characteristic for a part-time role.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening: A review of your resume and cover letter to assess alignment with required and desired qualifications.

• Skills-Based Interview: Likely to involve behavioral questions focused on administrative support, project management, data handling, confidentiality, and interpersonal skills. Expect scenarios related to managing multiple priorities, handling sensitive information, and supporting leadership.

• Case Study/Presentation (Potential): Depending on the interview stage, you may be asked to discuss a past project or process improvement initiative, or prepare a brief presentation on how you would approach a hypothetical operational challenge. This is where demonstrating your "portfolio" of skills is key.

• Team/Leadership Interview: An opportunity to meet with key stakeholders, including the leaders you would support, to assess cultural fit, communication style, and problem-solving approach.

• Final Evaluation: Assessment based on demonstrated skills, experience, cultural fit, and understanding of the role's impact on UI Health Care operations.

Portfolio Review Tips:

• Highlight Impact: When discussing past projects or responsibilities, focus on the outcomes and impact of your work, not just the tasks performed. Quantify achievements whenever possible (e.g., "reduced report generation time by X%," "supported Y number of faculty reviews").

• Process Focus: Be prepared to walk through a process you managed or improved. Detail the steps, challenges encountered, solutions implemented, and the results achieved. This is crucial for demonstrating your operational thinking.

• Confidentiality Examples: If possible, discuss general scenarios where you managed sensitive information, highlighting your discretion and adherence to protocols.

• Tailor to Healthcare: If you have healthcare experience, emphasize it. If not, draw parallels from other industries where similar operational rigor, data sensitivity, and stakeholder management were present.

• "Desirable Qualifications" Showcase: If you possess any of the preferred skills (ELMs, Q-Genda knowledge, Lean experience, etc.), prepare to discuss them in detail.

Challenge Preparation:

• Scenario-Based Questions: Anticipate questions like "How would you prioritize competing demands from multiple leaders?" or "Describe a time you had to handle a confidential matter."

• Process Mapping: Be ready to briefly describe how you would map out a process (e.g., faculty review process, new clinic onboarding support) to identify bottlenecks.

• Tool Proficiency: Be prepared to discuss your comfort level with common office productivity suites (Microsoft Office, Google Workspace) and your ability to learn new software quickly.

📝 Enhancement Note: Given the nature of the role, a formal "portfolio" submission might not be requested upfront, but candidates should treat their resume, cover letter, and interview discussions as opportunities to present a "portfolio" of their skills and experiences, particularly through concrete examples and case studies. The emphasis on the "Desirable Qualifications" is critical for interview preparation.

🛠 Tools & Technology Stack

Primary Tools:

• Microsoft Office Suite: Advanced proficiency expected in Word (document creation, formatting), Excel (data management, basic analysis, spreadsheets), and PowerPoint (presentation design, slide creation, data visualization).

• Calendar Management Software: Experience with Outlook Calendar or similar tools for managing executive schedules.

• Communication Platforms: Familiarity with email clients (Outlook), and potentially internal communication tools like Microsoft Teams or Slack.

Analytics & Reporting:

• Data Analysis Tools: Basic to intermediate proficiency in Excel for data manipulation and analysis.

• Reporting Tools: Experience in compiling information and generating reports using office productivity tools.

CRM & Automation:

• University/Healthcare Systems: Knowledge of or ability to quickly learn specific university and healthcare administrative systems.

  • ELMs (Employee Learning Management System): Likely used for tracking training and development.
  • Q-Genda: A workforce management and scheduling software, highly relevant for operational efficiency.

• HR & Finance Systems: Familiarity with university-specific HR and finance platforms for tasks related to faculty reviews, position control, and budget monitoring.

📝 Enhancement Note: The core tools are standard office productivity software. However, the "Desirable Qualifications" explicitly mention ELMs and Q-Genda, which are critical for this role's operational support functions. Candidates should highlight any experience with these or similar systems, or their ability to rapidly acquire proficiency.

👥 Team Culture & Values

Operations Values:

• Welcoming: Fostering an environment where all individuals feel heard, respected, and supported, promoting dignity and well-being.

• Excellence: Striving for personal and collective best in delivering quality healthcare, education, and research.

• Collaboration: Encouraging teamwork across healthcare systems, providers, and internal university departments, guided by compassion.

• Accountability: Acting ethically, with integrity, taking responsibility for actions, and responding to errors with fairness.

• Respect: Creating a safe, valued, and respected environment for all community members.

• Empowerment: Committing to fair access to opportunities for personal and professional growth for staff.

Collaboration Style:

• Cross-Functional Integration: The role necessitates strong collaboration with various departments (HR, Finance, other administrative units) and diverse stakeholders across the healthcare system.

• Process Improvement Focus: An environment that values proactive suggestions for improving workflows and operational efficiency, especially concerning administrative tasks and leadership support.

• Information Sharing: Openness to sharing information and coordinating efforts to ensure strategic alignment and successful project execution.

📝 Enhancement Note: The explicitly stated values of the University of Iowa Health Care provide a strong framework for understanding the expected work environment and interpersonal dynamics. These values should be reflected in how candidates present their experience and approach to teamwork and problem-solving.

⚡ Challenges & Growth Opportunities

Challenges:

• Balancing Competing Demands: Managing the diverse and potentially urgent requests from multiple senior leaders simultaneously requires strong prioritization and time management skills.

• Navigating Complex Organizational Structures: Understanding and effectively working within the policies, procedures, and hierarchical structures of a large university healthcare system.

• Maintaining Confidentiality: Consistently upholding strict confidentiality standards with highly sensitive personnel, financial, and strategic information.

• Adapting to Evolving Priorities: Quickly adjusting to changing leadership priorities and project scopes in a dynamic healthcare environment.

• Learning New Systems: Rapidly acquiring proficiency in specialized administrative and operational software like ELMs and Q-Genda.

Learning & Development Opportunities:

• Operations Acumen: Deepen understanding of healthcare operations, strategic planning, and executive support within a leading academic medical center.

• System Proficiency: Gain hands-on experience with specialized healthcare operational software (ELMs, Q-Genda).

• Project Management Skills: Develop practical project coordination and management skills by supporting various departmental initiatives.

• Executive Communication: Enhance skills in professional communication, presentation preparation, and stakeholder engagement at a senior level.

• Policy & Compliance: Become well-versed in university and healthcare compliance standards and best practices.

📝 Enhancement Note: Identifying potential challenges allows candidates to prepare thoughtful responses and demonstrate their problem-solving capabilities. The growth opportunities are framed to show how this role serves as a stepping stone for further development within the operations and administrative fields.

💡 Interview Preparation

Strategy Questions:

• Operational Support Scenarios: "Describe a time you managed competing priorities from multiple executives. How did you prioritize and ensure all critical tasks were completed?" (Focus on prioritization, communication, and task management).

• Process Improvement Examples: "Tell me about a process you improved in a previous role. What was the challenge, what steps did you take, and what was the outcome?" (Highlight analytical thinking, initiative, and measurable results).

• Confidentiality Handling: "How do you ensure the confidentiality of sensitive information you handle?" (Emphasize discretion, adherence to policy, and understanding of ethical obligations).

• Stakeholder Management: "How would you approach building a working relationship with a new senior leader you'd be supporting?" (Focus on proactive communication, understanding needs, and establishing trust).

Company & Culture Questions:

• Understanding UI Health Care: "What do you know about UI Health Care and its mission?" (Research the organization's strategic goals, values, and recent initiatives).

• Alignment with Values: "How do your personal work values align with our stated values (Welcoming, Excellence, Collaboration, Accountability, Respect, Empowerment)?" (Provide specific examples of how you embody these values).

• Teamwork Experience: "Describe your experience working collaboratively with diverse teams, including leadership, HR, and finance." (Showcase your ability to build relationships and work effectively across departments).

Portfolio Presentation Strategy:

• Focus on Impact: When discussing your experience, clearly articulate the problem, your solution, and the measurable results. Use the STAR method (Situation, Task, Action, Result).

• Process Walkthroughs: Be ready to verbally "walk through" a complex process you managed or improved, highlighting your role and the key decisions made.

• System Familiarity: If you have experience with ELMs, Q-Genda, or similar systems, be prepared to discuss how you used them and what benefits they provided. If not, emphasize your ability to learn quickly.

• Concise & Clear: Present information clearly and concisely, avoiding jargon where possible, and tailoring your examples to the responsibilities of this role.

📝 Enhancement Note: This section provides direct, actionable advice for candidates, focusing on the types of questions they might encounter and how to best present their qualifications, particularly in relation to the operations-focused aspects of the role.

📌 Application Steps

To apply for this operations support position:

• Submit Application: Navigate to the provided job link and submit your application through the University of Iowa's Taleo system.

• Resume & Cover Letter Optimization:

  • Tailor Your Resume: Ensure your resume clearly highlights administrative support experience, project coordination, data handling, and any experience supporting leadership. Use keywords from the job description.
  • Craft a Compelling Cover Letter: Explicitly address how your skills and experience meet both the "Required Qualifications" and, importantly, the "Desirable Qualifications" (e.g., specific system knowledge, project management experience). Showcase your understanding of the role's operational impact.

• Prepare for Interview Discussions:

  • Practice STAR Method: Rehearse answering behavioral questions using the STAR method, focusing on concrete examples of your achievements and operational contributions.
  • Highlight Relevant Skills: Be ready to discuss your proficiency with Microsoft Office Suite, your experience managing calendars/travel, and your ability to maintain confidentiality.
  • Showcase Operational Thinking: Prepare to discuss your approach to process improvement, data analysis, and supporting strategic initiatives.

• Company Research:

  • Understand UI Health Care: Research the University of Iowa Health Care's mission, values, services, and recent strategic priorities.
  • Familiarize with Core Values: Understand the "Welcoming, Excellence, Collaboration, Accountability, Respect, Empowerment" values and be prepared to discuss how you embody them.

⚠️ 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.