Admin Services Coordinator - General Pediatrics

University of Iowa; Iowa City (IA); On-site; USD 42,000 - 65,000; Full time

Job summary

University of Iowa seeks an Administrative Services Coordinator to support the General Pediatrics and Adolescent Medicine and Pediatric Hospital Medicine divisions. You will coordinate and manage daily operations, assist with HR tasks, and support planning, data tracking, and reporting to meet deadlines.

Responsibilities include recruitment coordination, scheduling for Grand Rounds and education activities, and maintaining division calendars.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Excellent written and verbal communication and interpersonal skills.
• Proficient in MS Word, Excel, PowerPoint, and Outlook.
• 1–3 years of related administrative support experience.

Responsibilities

• Support daily operations of the division’s office and coordinate events.
• Assist HR tasks and ensure program deadlines are met.
• Track data, prepare reports, and support recruitment activities.
• Manage scheduling for meetings, Grand Rounds, and conferences.
• Coordinate facilities, travel, and onboarding for staff and faculty.

Skills

Communication

Interpersonal skills

Organization

Education

Bachelor’s degree or equivalent

Tools

MS Word

Excel

PowerPoint

Outlook

Job description

Support the functions and daily operations of the Division Directors and Division Coordinator in the division of, General Pediatrics and Adolescent Medicine and the division of Pediatric Hospital Medicine. Contribute to the success of the divisions by providing administrative services through the coordination and support of planning, directing, and evaluating operations. Coordinate divisional activities and events. Gather and provide information as requested for the department and college.

Position Responsibilities

Operational Support & Management

• Support the daily operations of an office, project, or program including coordination specialized events and activities, reviewing appropriateness of expenditures, and adhering to changes in policies and procedures.
• Coordinate and/or administer the operational and/or financial activities associated with the divisions. Monitor status of projects.
• Support the division directors and division coordinator in planning, developing, coordinating, and implementing short and long range goals as outlined in the strategic plan for the divisions.
• Provide requested administrative assistance for the General Pediatrics Residency Program, which may include recruitment and accreditation requirements, data tracking and submission to the Residency Coordinator(s) with specific attention to deadlines. Assist with coordination and tracking of educational activities for the pediatrics residency program.
• Assist with faculty and resident recruitment including coordinating visits, arranging travel, and planning itineraries.
• Use Epic and Epic reporting functions to support the data needs of the clinical operations and optimization.
• Assist with the tracking and collection of relevant information as requested by the division or department for divisional or individual productivity metrics.
• Assist with assuring divisional compliance with policies, procedures, and UI Health Care patient care requirements.
• Assist with the coordination of program meetings and conferences under the direction of the program directors, which includes the gathering of data, assisting in preparing of agenda, taking minutes where appropriate and assuring details are accurate.
• Plan and arrange for appropriate facilities and services in conjunction with divisional activities and events.
• Responsible for the coordination of job shadowing opportunities for the division.
• Prepare faculty call schedule with the direction of the program directors and medical directors.
• Coordinate and maintain scheduling for Grand Rounds.
• Create and maintain inpatient and outpatient division schedules on the SharePoint. (i.e., faculty schedule, medical student schedule, lecture schedules, clinical calendars).
• Assist the division directors, division coordinator, and medical directors with specific program related initiatives (telemedicine, resident continuity care, collaboration with community multi-disciplinary teams, etc)
• Support division operational and programmatic functions at the direction of the division coordinator.

Human Resources (HR)

• Exercise knowledge of HR policies and procedures; may provide basic guidance and advice to division director and others in the division.
• May provide functional supervision of divisional administrative support staff. Provide direction, assignments, feedback, coaching and counseling to assure outcomes are achieved. Observe individual performance, provide fair and objective feedback, and identify opportunities to enhance performance if needed.
• Responsible for the bi-weekly ELMS editing of divisional timecards.
• Maintain effective working relationships with faculty, staff, students and the public.

Financial Responsibility

• Analyze program data, develop reports, and oversee activities. Monitors specific divisional accounts/expenditures; reconcile statements. Advise management on budgetary needs or discrepancies.
• Maintain knowledge, understanding, and management of the divisional expenses to meet divisional fiscal year expense budgets.
• Analyze, monitor, and report financial data, information, and reports.
• Monitor, track, and reconcile divisional expenditures related to faculty academic expenses.
• May reconcile divisions’ P-card.
• Understand business need/justification for the use of any UI funds and applies sound judgement.
• Assist with planning and ordering capital equipment requests.

Strategic Planning

• Assist in the coordination/preparation of strategic plans for the divisions. Monitor strategic plans and make recommendations for change if the plan is not being met or if the strategic direction has changed. Establish timelines, remind contributors of their assigned efforts, and proof and edit the divisions’ strategic plan.
• Responsible for community benefit reporting and data collection.
• Assist in the preparation of periodic and special reports of each division’s activities.
• Assist the division directors, division coordinator, and medical directors with patient access opportunities within the General Pediatric outpatient clinic sites.

Information Management

• Collect, analyze, maintain, and provide information on various divisional activities. This information relates to scheduling activities, educational programs, and faculty promotions.
• Research information, as needed, to facilitate communication process.
• Troubleshoot computer and device issues in cooperation with HCIS.
• Gather and provide information using available resources.

Communications Management

• Monitor the information on organizational websites pertaining to the divisions; provide updates and current information as needed.
• Coordinate internal and external communications in conjunction with divisional or administrative leadership.
• May serve as liaison to faculty, staff, students within the divisions to communicate the interpretation of departmental and UI policies, procedures, and programs.
• Serve as primary contact for division maintenance and facilities management.

Education Requirements

• A Bachelor’s degree or an equivalent combination of education and experience is required.

Experience Requirements

• Excellent written and verbal communication and interpersonal skills are required.
• Must be proficient in computer software applications (MS Word, Excel, PowerPoint, Outlook).
• 1-3 years of related administrative support experience is required.

Highly Desired Qualifications

• 1-3 years of experience working in clinical healthcare setting.
• Experience in coordinating and developing faculty and resident schedules in a clinical setting is highly desirable.
• Demonstrated knowledge and understanding of academic medicine is highly desirable.
• Experience in providing high level administrative support to physician leadership is highly desirable.
• Previous experience providing administrative support to multiple faculty is desirable.

Additional Information

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

Compensation

• Pay Level: 2B

Contact Information

• Organization: Healthcare
• Contact Name: Natasha Johnson
• Contact Email: [e-mail]