Admin Services Coordinator - Pediatrics

The University of Iowa; Iowa City, Northern (IA, KY); Hybrid; USD 52,000 - 70,000; Full time

Benefits offered by this job

Paid vacation and sick leave

Health, dental, life and disability保险

Retirement plan contributions

Job summary

The University of Iowa’s Stead Family Department of Pediatrics seeks an Administrative Services Coordinator to provide operational and administrative support for project management, marketing and communications, meetings, events, and recruitment.

Responsibilities include coordinating educational programs, tracking progress on strategic goals, updating documentation, and supporting leadership with meeting planning and communications across multiple platforms.

Qualifications

• Bachelor's degree or equivalent combination of education and experience is required.
• Excellent written and verbal communication and interpersonal skills are essential.
• Demonstrated ability to balance multiple priorities and tasks simultaneously. Optional experience with project coordination is preferred.

Responsibilities

• Provide operational and project support for educational programs (e.g., Grand Rounds).
• Coordinate QI board initiatives, reporting, and documentation requirements.
• Support marketing and communications via websites, newsletters, memos, and announcements.
• Assist with recruitment logistics, interviews, and candidate campus tours.
• Schedule and support department meetings and event coordination; maintain project docs.

Skills

Project coordination

Communication skills

Interpersonal skills

Education

Bachelor's degree or equivalent combination of education and experience

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.

• 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

Experience with organizational communication

Basic understanding of branding

Experience with basic website editing

Prior experience managing calendars and scheduling meetings for leaders

Experience with Adobe Creative Suite

Job openings are posted for a minimum of 7calendar days and may be removed from posting and filled at 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. 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 Name: Bailey Tinkler
• 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 Leave & Disability Administration at 319-356-7543 .