Admin Services Coordinator - Pediatric Cardiology

University of Iowa•Iowa City, IA

11h•Hybrid

About The Position

The UI Stead Family Department of Pediatrics is seeking an Administrative Services Coordinator at 100%25 effort. Under general supervision, performs administrative work such as composing correspondence, compiling specialized reports, coordinating activities, and obtaining and providing information requiring interpretation of the policies and procedures of both the assigned and related work areas. Provides administrative support for the Division of Pediatric Cardiology Imaging Director and other assigned faculty. Duties to include: Support the daily operations of an office, project or program, including coordination of specialized events and activities, appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures. May require advanced knowledge and expertise in specific office, project, or program to provide administrative and operational support. Make decisions and exercise a moderate level of autonomy while typically performing administrative support responsibilities for executives of an organization, including managing schedules, correspondence, and travel arrangements. Assist with creation and maintenance of division on-call schedules for General Cardiology, Echo, EP, Cath, ACHD and Transplant sub-subspecialties. Enter on-call schedules into SmartWeb/Spok, EPIC Teamwork, Amion, and division Outlook calendars. Maintain daily provider staffing schedule for the Echo Lab and CT/MRI. Assist with recruitment including coordinating visits, arranging travel, planning itineraries and escorting to meetings. Assist with visiting lecturers, arranging travel, planning itineraries and serving as escort during the visit. Coordinate meetings and conferences under the direction of the medical director which includes the gathering of data, preparing agendas, taking minutes and assuring details are accurate. Assist with coordination of job shadowing opportunities for division. Provide back-up for other division administrative staff during absences and back-up for Pediatric Endocrinology and Diabetes administrative staff as needed. Other duties as assigned by Departmental or Divisional leadership. Human Resources (HR) May initiate HR transactions at the request of others at the department/unit level. May work with organizational Human Resources to ensure guidelines and rules are followed and to disseminate information. Assist with bi-weekly ELMS editing of division timecards. Maintain effective working relationships with faculty, staff, students and the public. Credentialing Serve as credentialing delegate for assigned providers performing services through Physician Service Agreements; complete credentialing documents to obtain and maintain provider privileges at external sites. Complete re-credentialing forms as needed. Send copies of licenses and certificates to external sites as requested. Respond to other requests, such as requests for immunization documentation (influenza, COVID) or compliances (BLS, PALS, ACLS). Financial Responsibility Assist with monthly invoicing for services provided under division Physician Service Agreements. Monitor division Physician Service Agreements, MOUs and other contracts; maintain a list of providers credentialed at each external institution and privileges held, monitor contract expiration dates in anticipation of renewal activities, and track volume of tests interpreted for each site by provider. Report volumes as requested to Pediatric Administration and/or Pediatric Finance Team. Maintain list of division databases and registries in which Pediatric Cardiology participates, include name of staff entering data for each registry, software needed and cost, annual participation fee, and additional miscellaneous fees. Initiate payment of annual participation fees. Assist with monitoring and reconciliation of monthly transaction detail reports as assigned. May assist with reconciliation of Division P-card. Communications Management Monitor staff and information on divisional websites for accuracy; provide updates and updated information as needed. Maintain DPS faculty profiles for division physicians to maintain academic web pages. Develop and coordinate internal and external communications in conjunction with leadership.

Requirements

A Bachelor’s degree or an equivalent combination of education and experience is required.
1-3 years of related administrative support experience is required.
Excellent written and verbal communication and interpersonal skills are required.
Must be proficient in computer software applications (MS Word, Excel, PowerPoint, and Outlook).

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.
Previous experience providing administrative support to multiple faculty
Knowledge of University policies, procedures, and regulations is desirable

Responsibilities

Support the daily operations of an office, project or program, including coordination of specialized events and activities, appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures.
Make decisions and exercise a moderate level of autonomy while typically performing administrative support responsibilities for executives of an organization, including managing schedules, correspondence, and travel arrangements.
Assist with creation and maintenance of division on-call schedules for General Cardiology, Echo, EP, Cath, ACHD and Transplant sub-subspecialties.
Enter on-call schedules into SmartWeb/Spok, EPIC Teamwork, Amion, and division Outlook calendars.
Maintain daily provider staffing schedule for the Echo Lab and CT/MRI.
Assist with recruitment including coordinating visits, arranging travel, planning itineraries and escorting to meetings.
Assist with visiting lecturers, arranging travel, planning itineraries and serving as escort during the visit.
Coordinate meetings and conferences under the direction of the medical director which includes the gathering of data, preparing agendas, taking minutes and assuring details are accurate.
Assist with coordination of job shadowing opportunities for division.
Provide back-up for other division administrative staff during absences and back-up for Pediatric Endocrinology and Diabetes administrative staff as needed.
May initiate HR transactions at the request of others at the department/unit level.
Assist with bi-weekly ELMS editing of division timecards.
Maintain effective working relationships with faculty, staff, students and the public.
Serve as credentialing delegate for assigned providers performing services through Physician Service Agreements; complete credentialing documents to obtain and maintain provider privileges at external sites.
Complete re-credentialing forms as needed.
Send copies of licenses and certificates to external sites as requested.
Respond to other requests, such as requests for immunization documentation (influenza, COVID) or compliances (BLS, PALS, ACLS).
Assist with monthly invoicing for services provided under division Physician Service Agreements.
Monitor division Physician Service Agreements, MOUs and other contracts; maintain a list of providers credentialed at each external institution and privileges held, monitor contract expiration dates in anticipation of renewal activities, and track volume of tests interpreted for each site by provider.
Maintain list of division databases and registries in which Pediatric Cardiology participates, include name of staff entering data for each registry, software needed and cost, annual participation fee, and additional miscellaneous fees.
Assist with monitoring and reconciliation of monthly transaction detail reports as assigned.
Monitor staff and information on divisional websites for accuracy; provide updates and updated information as needed.
Maintain DPS faculty profiles for division physicians to maintain academic web pages.
Develop and coordinate internal and external communications in conjunction with leadership.
Other duties as assigned by Departmental or Divisional leadership.