Admin Services Coordinator - Pediatrics

University of Iowa

Iowa City (IA)

On-site

USD 42,000 - 59,000

Full time

3 days ago

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Benefits offered by this job

Fringe benefits package

Retirement plan contributions

Job summary

The University of Iowa is seeking an Administrative Services Coordinator to provide operational and administrative support for project management, marketing and communications, meeting coordination, and recruitment functions. You will handle scheduling, communications, and logistics for multiple programs, while assisting leadership and staff across the Stead Family Department of Pediatrics.

Responsibilities include drafting communications, updating websites, coordinating interviews, and

Qualifications

Bachelor’s degree or an equivalent combination of education and experience.
One to three years of related administrative experience.
Demonstrated experience with project coordination.
Excellent written and verbal communication and interpersonal skills.
Demonstrated ability to balance multiple priorities and tasks simultaneously.
Proficient in Word, Excel, PowerPoint and Outlook.

Responsibilities

Provide operational and project support for educational programs and meetings.
Coordinate and document meeting agendas, notes, and reporting.
Assist with recruitment visits, interviews and related logistics.
Support marketing and communications across multiple platforms.
Manage office logistics, supplies, and departmental events.

Skills

Project coordination

Written & verbal communication

Interpersonal skills

Multitasking

Education

Bachelor’s degree or equivalent

Tools

PowerPoint

Word

Excel

Outlook

Adobe Creative Suite

Job description

Stead Family Department of Pediatrics is seeking an Administrative Services Coordinator. Within the Stead Family Department of Pediatrics, this position provides operational and administrative support for project management, marketing and communications, meeting and event coordination, and recruitment functions.

Duties To Include

Operational and Project Support

Manage multiple recurring departmental educational programs, including scheduling, communications, logistics, attendance tracking, and execution. (Grand Rounds/Frontiers)
Coordinate Pediatric Quality Improvement (QI) Board initiatives and reporting activities, including board compliance and documentation requirement
Coordinate agendas and other meeting documentation; update project documentation based on meeting outcomes
May track and monitor progress toward completion of strategic goals and initiatives and other projects
May participate in leadership or project meetings to capture notes or updates
Respond to questions and inquiries related to status of projects and initiatives
May assist with educational activities (medical students, residents, fellows) as directed

Marketing and Communications

Under the general direction of the Senior Communications Specialist, write, revise, and distribute information across various platforms such as websites, email, letters, and intranet.
Make routine website edits to departmental website (pediatrics.medicine.uiowa.edu) to support reputation and recruitment efforts.
Support communication inside the department by updating access to the Teams space and distribution lists, and by developing and posting information to the intranet (The Loop).
Support communication of department initiatives in meeting planning.
Create and distribute bi-weekly departmental e-newsletter to support engagement goals. (Peds Express)
Draft and distribute memos and announcements on behalf of department leaders.

Recruitment Support

Assist with development of itineraries for faculty or staff recruitment visits
Coordinate and schedule interviews
Escort candidates around campus during in-person recruitment visits; may offer brief tours of work and common areas along with sharing information about the Iowa City community.
May assist Recruiter and/or Senior Communications Specialist with development of external advertisements
May attend and participate in recruitment meetings with department leadership

General Administration

Serve as primary backup and support to the Administrative Services Specialist within the Chair’s Office supporting department executive leadership
Coordinate and facilitate monthly meetings with 80 staff members in attendance. (All Admin)
May participate on recognition committee and assist with organizing and ordering for departmental events or activities.
Scheduling support specifically for Department Administrative Officer (DAO) and Assistant Directors of Clinical Services
Order and maintain office supplies for department usage
Obtain quarterly printer counts and submit into database
Complete special projects as assigned
Perform other duties as assigned

About the Stead Family Department of Pediatrics and UI Stead Family Children’s Hospital

The Stead Family Department of Pediatrics is a national leader in pediatric medicine. The Department’s mission is to provide outstanding care to the children of Iowa and beyond by being a leader in state‑of‑the‑art clinical care to children, performing cutting‑edge research to find new treatment and cures for childhood illnesses, and educating the next generation of pediatric health care providers. The Department comprises the medical and research staff of UI Stead Family Children’s Hospital. UI Stead Family Children’s Hospital is one of the nation’s top‑ranked pediatric care and research institutions and Iowa’s only comprehensive children’s hospital.

Percent of Time: 100%

Pay Grade: 2B

Benefits Highlights

Regular salaried position located in Iowa City, Iowa
Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans

Required Qualifications

Bachelor’s degree or an equivalent combination of education and experience
One to three years of related administrative experience
Demonstrated experience with project coordination
Excellent written and verbal communication and interpersonal skills
Demonstrated ability to successfully balance multiple priorities and tasks simultaneously
Must be proficient in computer software applications, including Power Point, Word, Excel and Outlook

Desired Qualifications