Admin Services Coordinator - Infectious Diseases

UIOWA•Iowa City, IA

About The Position

Position Overview: The Fellowship Program Coordinator/Administrative Services Coordinator provides operational and administrative support to the Division of Infectious Diseases’ accredited fellowship training program and to faculty in the division. The person in this role would partner with the Infectious Diseases leaders to assure the smooth function of the clinical, educational and research missions. Key Responsibilities: Fellowship Program Coordination: Manage daily operations of the fellowship program, including fellows’ schedules for clinical, educational, and research activities Assist Fellowship Program Directors to maintain compliance with internal and national fellowship requirements including submission of ACGME milestone reports Disseminate, track and analyze fellow and faculty evaluations and program reviews to assess program effectiveness Organize and support fellowship-related committee meetings (e.g., Research, Clinical Competency, Program Evaluation Committees) Coordinate all logistics and communications for fellow recruitment/interviews, program participation in the National Residency Program Match and fellow orientation Work with the departmental fellowship administrator to coordinate fellows’ contracts, licensure and credentialing Complete reports needed to maintain ACGME accreditation Serve as the primary contact for the Graduate Medical Education (GME) Office, attend relevant meetings and distribute subspecialty milestones to program directors and Clinical Competency Committee members Serve as one of the primary contacts for the Infectious Disease Society of America in communications about fellowship training Plan the annual graduation ceremony for fellows Division Support: Assist with coordinating faculty schedules, clinical assignments, and conferences for the division Enter schedule changes and communicate with necessary stakeholders Schedule in-person and virtual meetings as requested Support the research mission by assisting research faculty or fellows to compile, route and submit documents including research proposals, budget justifications, biosketches and letters of support Perform administrative tasks to support researchers in the division. Assist with patient care activities such as patient scheduling, clinic material preparation, and processing faxes Human Resources & Financial Management: Utilize knowledge of HR policies to ensure adherence within the division Assist with processing purchasing requests for supplies and equipment Assist with coordinating travel arrangements Reconcile monthly p-card transactions Monitor accounts/expenditures and reconcile assigned accounts Communications & Information Management: Assist with maintaining and updating fellowship program websites and communication channels, ensuring timely dissemination of information

Requirements

A bachelor’s degree or an equivalent combination of education and experience
Six months of related experience
A commitment to providing exceptional administrative support in a healthcare setting
Strong organizational skills with the ability to manage multiple tasks and priorities effectively
Excellent communication and interpersonal skills, with a focus on collaboration
Experience using Microsoft Office products
Ability to occasionally work outside of normal office hours as needed

Nice To Haves

Experience with Graduate Medical Education (GME)
Experience working with grants
Experience preparing reports and entering data
Demonstrate a working proficiency and success in organizing and planning tasks processing detailed information with a high level of accuracy and meeting deadlines
Knowledge of the University of Iowa Health Care policies and procedures

Responsibilities

Manage daily operations of the fellowship program, including fellows’ schedules for clinical, educational, and research activities
Assist Fellowship Program Directors to maintain compliance with internal and national fellowship requirements including submission of ACGME milestone reports
Disseminate, track and analyze fellow and faculty evaluations and program reviews to assess program effectiveness
Organize and support fellowship-related committee meetings (e.g., Research, Clinical Competency, Program Evaluation Committees)
Coordinate all logistics and communications for fellow recruitment/interviews, program participation in the National Residency Program Match and fellow orientation
Work with the departmental fellowship administrator to coordinate fellows’ contracts, licensure and credentialing
Complete reports needed to maintain ACGME accreditation
Serve as the primary contact for the Graduate Medical Education (GME) Office, attend relevant meetings and distribute subspecialty milestones to program directors and Clinical Competency Committee members
Serve as one of the primary contacts for the Infectious Disease Society of America in communications about fellowship training
Plan the annual graduation ceremony for fellows
Assist with coordinating faculty schedules, clinical assignments, and conferences for the division
Enter schedule changes and communicate with necessary stakeholders
Schedule in-person and virtual meetings as requested
Support the research mission by assisting research faculty or fellows to compile, route and submit documents including research proposals, budget justifications, biosketches and letters of support
Perform administrative tasks to support researchers in the division.
Assist with patient care activities such as patient scheduling, clinic material preparation, and processing faxes
Utilize knowledge of HR policies to ensure adherence within the division
Assist with processing purchasing requests for supplies and equipment
Assist with coordinating travel arrangements
Reconcile monthly p-card transactions
Monitor accounts/expenditures and reconcile assigned accounts
Assist with maintaining and updating fellowship program websites and communication channels, ensuring timely dissemination of information