Admin Services Coordinator - Pediatric Rheumatology, Allergy, and Immunology

University of Iowa•Iowa City, IA

2d•Hybrid

About The Position

The UI Stead Family Department of Pediatrics is seeking an Administrative Services Coordinator at 100% effort. This role performs administrative work such as composing correspondence, compiling specialized reports, coordinating activities, and obtaining and providing information requiring interpretation of policies and procedures. The position provides administrative support for the Division of Allergy, Immunology, and Rheumatology and may involve functional supervision of students and temporary staff. The department is a national leader in pediatric medicine, focusing on outstanding clinical care, cutting-edge research, and educating future healthcare providers. The Division of Rheumatology, Allergy, and Immunology is the only pediatric rheumatology division in Iowa, treating children and young adults with rheumatic diseases.

Requirements

A Bachelor’s degree or an equivalent combination of education and experience is required.
Excellent written and verbal communication skills
1 year of administrative experience in an academic medical setting is required.
Proficiency in computer software applications including Microsoft Word, Outlook, PowerPoint, Excel and PDF
Ability to perform and prioritize a variety of tasks.
Excellent organizational, time management and decision-making skills
Experience managing schedules including, setting up meetings and making modifications.
Experience researching and preparing reports, conducting data entry and document editing is required.
Previous customer service experience is required.

Nice To Haves

Experience in providing high level administrative support to physician leadership.
Experience in providing support to trainees in a residency or fellowship program.
Experience in coordinating and developing faculty schedules in a clinical setting.
Demonstrated knowledge and understanding of academic medicine.
Knowledge of UI Health Care policies and procedures
Experience reviewing and processing administrative account expenditures.

Responsibilities

Support the daily operations of Pediatric Rheumatology, Allergy, and Immunology, including coordination of specialized events and activities, monitoring appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures.
Monitor and optimize the division scheduling process to improve patient access.
Take on scheduling projects within other divisions.
Assist the division in ensuring patient education stays current and branded appropriately, and monitor clinic stock.
Coordinate and schedule meetings, such as division meetings and other recurring meetings.
Prepare and disseminate meeting agendas and meeting minutes.
Enter and update inpatient call coverage in Epic Teamwork, or other appropriate systems.
Obtain patient records as requested and upload records into Epic.
Provide functional and/or administrative supervision for students and temporary staff.
Ensure all Carver College of Medicine students are provided a full range of clinical experience within rotation of divisions.
Document and track job shadow requests and completion.
Initiate HR transactions at the request of others at the department/unit level.
Work with organizational Human Resources to ensure guidelines and rules are followed and to disseminate information.
Assist with provider and staff onboarding; order business cards, lab coats, and pagers according to departmental standards; schedule required training.
Maintain faculty CVs and biosketch information and update as needed.
Assist with payroll processing; edit and/or update information in the Enterprise Labor Management System (ELMS).
Support faculty recruitment, including scheduling meetings, coordinating presentations/talks, and preparing itineraries.
Monitor and initiate purchasing requests for supplies and equipment.
Monitor accounts and expenditures; reconcile financial statements.
Adhere to established protocols for supply ordering.
Process payments on purchasing cards (P-cards) for certain items such as memberships, subscriptions, medical licenses, and/or certifications, as approved.
Reconcile purchases on a purchasing card (P-card).
Assist in the coordination of strategic plans in support of the Dean, Director, DEO, or VP.
Proofread and edit related documentation.
Assist with the Fellowship application process.
Perform data entry for grants and research.
Make decisions and exercise a moderate level of autonomy while performing administrative support/management responsibilities including managing complex schedules, correspondence, and travel arrangements.
Submit travel requests in ProTrav; coordinate business travel and conference arrangements including booking hotel, airfare, etc.
Prepare, review, and analyze documents such as reports, applications, and records applicable to a specialized subject area requiring independent informational search.
Serve as the primary contact for the project, program, unit, department, or college/division by providing information and responding to inquiries.
Serve as primary contact for Faculty Outlook calendars; respond to requests for meetings.
Update division contact lists as needed.
Update workflow sheets as needed.
Provide telephone coverage for multiple staff physicians, nurses, physician assistants, and/or nurse practitioners and route calls and take messages appropriately.
Complete Epic documentation for patient phone calls as necessary.
Provide administrative support for faculty members and assist with activities such as faxing, emails/letters, creating PowerPoint presentations, or other correspondence.
Receive and distribute incoming mail; collect and deliver outgoing mail.
Provide limited technical support, including troubleshooting for printers, virtual meetings, Microsoft Office, and other applications.
Assist faculty with submission of manuscripts.
Monitor division website and submit changes/updates when needed.
Prepare and administer correspondence.
Serve as liaison to faculty, staff, students, alumni, and the public concerning inquiries or complaints requiring interpretation of policies, procedures, and programs.
Serve as primary contact for building maintenance and facilities management.
Coordinate events for the division.
Maintain effective working relationships with faculty, staff, and patients.