Admin Services Coordinator - General Pediatrics

UIOWA • Iowa City, IA

11d

About The Position

The Admin Services Coordinator supports the functions and daily operations of the Division Directors and Division Coordinator for General Pediatrics and Adolescent Medicine and Pediatric Hospital Medicine. The role contributes to divisional success by coordinating and supporting planning, operations, events, and information needs for the department and college.

The coordinator provides operational, programmatic, human resources, financial, strategic planning, information management, and communications support. Responsibilities include supporting the General Pediatrics Residency Program; coordinating faculty and resident recruitment, educational activities, schedules, meetings, and events; using Epic reporting and SharePoint schedules to support clinical operations; tracking divisional productivity and compliance; monitoring and reconciling expenses; supporting strategic plans and reporting; maintaining divisional website information; and coordinating communications and facilities matters.

Applicants must submit a resume and cover letter marked as a “Relevant File” to be considered for an interview. Successful candidates must disclose conviction history and undergo a criminal background check and credential/education verification. Up to five professional references may be requested later in the recruitment process. This position is not eligible for University sponsorship for employment authorization.

Requirements

• A bachelor’s degree or an equivalent combination of education and experience.
• Excellent written and verbal communication and interpersonal skills.
• Proficiency with computer software applications, including MS Word, Excel, PowerPoint, and Outlook.
• 1–3 years of related administrative support experience.

Nice To Haves

• 1–3 years of experience working in a clinical healthcare setting.
• Experience coordinating and developing faculty and resident schedules in a clinical setting.
• Demonstrated knowledge and understanding of academic medicine.
• Experience providing high-level administrative support to physician leadership.
• Previous experience providing administrative support to multiple faculty members.

Responsibilities

• Support the daily operations of divisional offices, projects, and programs, including coordinating specialized events and activities and following policies and procedures.
• Coordinate or administer operational and financial activities associated with the divisions and monitor project status.
• Support division directors and the division coordinator in planning and implementing short- and long-range goals in divisional strategic plans.
• Provide administrative support for the General Pediatrics Residency Program, including recruitment and accreditation requirements, data tracking and submissions, and deadline management.
• Coordinate and track educational activities for the pediatrics residency program.
• Assist with faculty and resident recruitment by coordinating visits, arranging travel, and planning itineraries.
• Use Epic and its reporting functions to support clinical operations and optimization data needs.
• Track and collect information for divisional or individual productivity metrics.
• Assist with compliance with policies, procedures, and UI Health Care patient care requirements.
• Coordinate program meetings and conferences, including gathering data, preparing agendas, taking minutes when appropriate, and checking details for accuracy.
• Arrange facilities and services for divisional activities and events.
• Coordinate job-shadowing opportunities for the division.
• Prepare faculty call schedules under the direction of program directors and medical directors.
• Coordinate and maintain Grand Rounds scheduling and create and maintain inpatient and outpatient schedules on SharePoint, including faculty, medical student, lecture, and clinical schedules.
• Support program-related initiatives, such as telemedicine, resident continuity care, and collaboration with community multidisciplinary teams.
• Support divisional operational and programmatic functions at the direction of the division coordinator.
• Apply knowledge of HR policies and procedures and provide basic guidance to division leadership and others as needed.
• May provide functional supervision of divisional administrative support staff, including assigning work, providing feedback and coaching, monitoring performance, and identifying opportunities to improve performance.
• Edit divisional timecards in ELMS biweekly.
• Maintain effective working relationships with faculty, staff, students, and the public.
• Analyze program data, develop reports, and oversee activities.
• Monitor divisional accounts and expenditures, reconcile statements, and advise management about budget needs or discrepancies.
• Manage knowledge of divisional expenses to help meet fiscal-year expense budgets; analyze, monitor, and report financial data.
• Track and reconcile faculty academic expenses and, when applicable, reconcile divisional P-cards.
• Apply sound judgment to the business need and justification for use of UI funds and assist with capital equipment planning and ordering.
• Assist with coordinating and preparing divisional strategic plans; monitor progress, recommend changes, establish timelines, remind contributors of assignments, and proofread and edit plans.
• Coordinate community benefit reporting and data collection and assist with periodic and special reports on divisional activities.
• Assist with patient access opportunities within General Pediatrics outpatient clinic sites.
• Collect, analyze, maintain, and provide information about divisional activities, including scheduling, educational programs, and faculty promotions; research information as needed to facilitate communication.
• Troubleshoot computer and device issues in cooperation with HCIS and gather and provide information using available resources.
• Monitor and update divisional information on organizational websites.
• Coordinate internal and external communications with divisional or administrative leadership and may serve as a liaison to communicate departmental and UI policies, procedures, and programs.
• Serve as the primary contact for divisional maintenance and facilities management.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level