Admin Services Coordinator - Pediatrics

UIOWA•Iowa City, IA

3d•Onsite

About The Position

The Stead Family Department of Pediatrics is seeking an Administrative Services Coordinator. This position provides operational and administrative support for project management, marketing and communications, meeting and event coordination, and recruitment functions within the department. The role involves managing educational programs, coordinating quality improvement initiatives, supporting communication efforts, assisting with recruitment visits, and providing general administrative support to leadership.

Requirements

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

Nice To Haves

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

Responsibilities

Manage multiple recurring departmental educational programs, including scheduling, communications, logistics, attendance tracking, and execution.
Coordinate Pediatric Quality Improvement (QI) Board initiatives and reporting activities, including board compliance and documentation requirements.
Coordinate agendas and other meeting documentation; update project documentation based on meeting outcomes.
Track and monitor progress toward completion of strategic goals and initiatives and other projects.
Participate in leadership or project meetings to capture notes or updates.
Respond to questions and inquiries related to status of projects and initiatives.
Assist with educational activities (medical students, residents, fellows) as directed.
Write, revise, and distribute information across various platforms such as websites, email, letters, and intranet.
Make routine website edits to departmental website 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.
Support communication of department initiatives in meeting planning.
Create and distribute bi-weekly departmental e-newsletter.
Draft and distribute memos and announcements on behalf of department leaders.
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.
Assist Recruiter and/or Senior Communications Specialist with development of external advertisements.
Attend and participate in recruitment meetings with department leadership.
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.
Participate on recognition committee and assist with organizing and ordering for departmental events or activities.
Provide 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.