Admin Services Coordinator - General Pediatrics

The University of Iowa; Iowa City (IA); On-site; USD 40,000 - 60,000; Full time

Job summary

The University of Iowa in Iowa City seeks an experienced administrative support professional to assist the General Pediatrics and Adolescent Medicine divisions and Pediatric Hospital Medicine. You will coordinate operations, events, scheduling, and data reporting to support leaders and trainees.

Responsibilities include HR support, recruitment coordination, budget monitoring, and maintaining calendars, meetings, and documentation.

Qualifications

• 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.

Responsibilities

• Support the daily operations of an office, project, or program including coordinating 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, including recruitment and accreditation requirements, data tracking and submission to the Residency Coordinator(s) with specific attention to deadlines.
• 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 HealthCare patient care requirements.
• Assist with the coordination of program meetings and conferences under the direction of the program directors, which includes gathering data, assisting in preparing agendas, 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.

Skills

Communication skills

Interpersonal skills

Administrative support experience

MS Office proficiency

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 divisionof,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 includingcoordinationspecialized events and activities,reviewingappropriateness of expenditures, andadhering tochanges in policies and procedures.
• Coordinate and/or administer the operational and/or financial activities associated with thedivisions. Monitor status of projects.
• Support the division directorsand division coordinatorin planning, developing, coordinating,and implementingshort and long rangegoals 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 HealthCare patient care requirements.
• Assist with the coordination ofprogram meetings and conferences under the direction of theprogram directors,which includes the gathering of data, assisting in preparing of agenda, taking minutes where appropriate andassuring 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 theprogram directorsand medical directors.
• Coordinate and maintain scheduling for Grand Rounds.
• Create and maintain inpatient andoutpatientdivision schedules onthe SharePoint. (i.e., faculty schedule, medical student schedule, lecture schedules, clinical calendars).
• Assist the division directors,divisioncoordinator, and medical directors with specific program related initiatives (telemedicine, resident continuity care, collaboration with community multi-disciplinary teams,etc)
• Supportdivision operational and programmatic functionsatthe direction of thedivisioncoordinator.

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 ofdivisionaladministrative support staff. Provide direction, assignments, feedback, coaching and counseling toassureoutcomes 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.
• 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 divisionalexpenditures related to facultyacademic expenses.
• 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 plansand make recommendations for change if the plan is not being met or if the strategic direction has changed. Establish timelines, remind contributorsof their assigned efforts,andproof and edit the divisions’strategic plan.
• Responsible for community benefit reporting and data collection.
• Assist in the preparation of periodic and special reportsofeachdivision’sactivities.
• Assist the divisiondirectors, divisioncoordinator, 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,educationalprograms,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 withdivisional oradministrative leadership.
• May serve as liaison to faculty, staff, students within the divisionsto communicate the interpretation of departmental andUIpolicies, procedures,and programs.
• Serve as primary contact for division maintenance and facilities management.

Education Requirements

• ABachelor’sdegree 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.

HighlyDesired 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 multiplefacultyis desirable.

Position and Application details:

In order to be considered for an interview, applicants must upload the following documents and mark them as a “Relevant File” to the submission:

Resume

Job openings are posted for a minimum of 7 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 [e-mail]

This position is not eligible for University sponsorship for employment authorization.

Additional Information

• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: On Campus

Compensation

Contact Information

• Contact Email: [e-mail]

Equal opportunity employer

The University of Iowa is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, or associational preferences.

Persons with disabilities who need assistance or accommodations with the application or interview process may contact University Human Resources/Faculty and Staff Disability Services, [phone] or [e-mail] . For jobs in UI Health care, please contact UI Health care Leave & Disability Administration at 319-356-7543 .

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