Admin Services Coordinator - General Pediatrics

University of Iowa•Iowa City, IA

12d

About The Position

The Admin Services Coordinator supports the functions and daily operations of the Division Directors and Division Coordinator in General Pediatrics and Adolescent Medicine and Pediatric Hospital Medicine. The role contributes to divisional success by coordinating and supporting the planning, direction, and evaluation of operations; coordinating divisional activities and events; and gathering and providing information requested by the department and college. The coordinator provides operational, administrative, human resources, financial, strategic-planning, information-management, and communications support. Duties include supporting residency-program administration and recruitment, maintaining schedules, coordinating meetings and events, tracking program and productivity data, monitoring expenditures and reports, assisting with strategic plans and community-benefit reporting, maintaining divisional website information, troubleshooting technology issues in cooperation with HCIS, and serving as the primary contact for division maintenance and facilities management. The position may also provide functional supervision to divisional administrative support staff.

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.

Responsibilities

Support the daily operations of divisional offices, projects, or programs, including specialized events and activities, expenditure reviews, and compliance with policy and procedure changes.
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 strategic goals.
Provide administrative assistance to the General Pediatrics Residency Program, including recruitment and accreditation requirements, data tracking and submission, and coordination and tracking of educational activities.
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.
Help ensure divisional 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.
Create and maintain inpatient and outpatient division schedules on SharePoint, including faculty, medical student, lecture, and clinical schedules.
Assist with program-related initiatives such as telemedicine, resident continuity care, and collaboration with community multidisciplinary teams.
Support divisional operational and programmatic functions as directed by the division coordinator.
Apply knowledge of HR policies and procedures and may provide basic guidance to the division director and others.
May functionally supervise divisional administrative support staff by assigning work, providing feedback and coaching, and addressing performance opportunities.
Edit divisional timecards in ELMS biweekly.
Maintain effective working relationships with faculty, staff, students, and the public.
Analyze program data, develop reports, oversee activities, monitor divisional accounts and expenditures, reconcile statements, and advise management about budget needs or discrepancies.
Manage divisional expenses to meet fiscal-year expense budgets and analyze, monitor, and report financial data.
Monitor, track, and reconcile faculty academic expenses and may reconcile divisional P-cards.
Apply sound judgment in assessing the business need and justification for use of UI funds.
Assist with planning and ordering capital equipment requests.
Assist in preparing and coordinating divisional strategic plans, monitor progress, recommend changes when needed, establish timelines, remind contributors of assignments, and proofread and edit plans.
Coordinate community-benefit reporting and data collection.
Assist with periodic and special reports on divisional activities.
Assist leadership with patient-access opportunities at General Pediatric 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.
Gather and provide information using available resources.
Monitor divisional information on organizational websites and update it as needed.
Coordinate internal and external communications with divisional or administrative leadership.
May act as a liaison to faculty, staff, and students regarding interpretation of departmental and UI policies, procedures, and programs.
Serve as the primary contact for division maintenance and facilities management.