Admin Services Coordinator-Family Medicine Education Programs

UIOWA•Iowa City, IA

About The Position

The Department of Family Medicine at the University of Iowa Health Care is seeking an Administrative Services Coordinator whom u nder the direct supervision of the Residency Program Coordinator and in collaboration with other program coordinators, will provide high level administrative support to the Department of Family Medicine Education programs. To include, composing correspondence, compiling reports, coordinating activities, maintaining files, and performing other duties as required to maintain the proper functioning of the Education Programs. This position requires a high level of independent thinking, judgment, and the ability to prioritize. Duties to include: Maintain effective working relationships with and serve as contact to Department members, faculty, staff, students, donors, and the public. Evaluate requests and exercise discretion and respectful judgment in providing confidential information to appropriate parties. Obtain and synthesize data, prepare agendas, and manage program details, coordinate meetings, monthly forums, teleconferences, videoconferences, and special events. Assist Program Coordinators with coordinating, scheduling, and executing various education activities throughout the year. Coordinate daily administrative activities related to education program management, including but not limited to, entering conference attendance, posting didactic lectures, and meetings, initiating program evaluations, and running compliance reports. Coordinate and manage the residency program lunches on a scheduled basis. Assist MedHub Administrators of Residency Programs by managing schedules, portfolios, conference presentations, evaluations, education documents, policy manuals, certifications, and licenses. Extract and prepare data as requested on a regular basis requiring attention to detail and accuracy in reporting measures. Manage complex clinical schedules for Education programs, requiring judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments and synthesizing multiple electronic calendar systems; manage itineraries, travel arrangements, conferences, and curriculum meetings. Participate in Resident Recruitment to include coordination of correspondence, schedules, travel arrangements and promotional material for residency applicants during recruitment. Obtain, tabulate, and analyze data to prepare periodic reports and electronic surveys as needed for all education programs. Support the daily operations of the Education Programs and assist as needed with a large variety of projects and activities as they arise. Serve as a member of the Department of Family Medicine administrative support team and provide backup coverage to other members during absences. Initiate purchasing requests for supplies and equipment, monitor expenses, and reconcile financial statements for programs and events. For a full job description, please send an e-mail to the contact listed below.

Requirements

Bachelor’s degree in Business Administration or related field, or an equivalent combination of education and experience.
Minimum 6 months- 1-year administrative support experience.
Ability to anticipate needs, problems and potential issues and use judgment, foresight, and problem-solving skills to troubleshoot, recommend and implement solutions.
Demonstrate careful attention to detail and accuracy, possess strong organizational skills, have the ability to handle multiple tasks quickly and proactively prioritize requests from various sources in order to meet deadlines.
Excellent written and verbal communication skills required including ability to compose correspondence and grammatically correct documents in a concise, logical, and organized manner.
Proficient in computer software applications (Microsoft Office Programs specifically Excel, Word, and PowerPoint), and electronic survey instruments.

Nice To Haves

Experience with MedHub is highly desirable.
Previous experience working with ProTrav, APR, Qualtrics, and Sign Up Genius is highly desirable.
Prefer knowledge and experience with Epic EHR.
Prefer knowledge and experience managing Social Media platforms.
Ability to embrace new opportunities and challenges with a positive attitude.
Work well with others to achieve common goals, fostering a collaborative work environment.
Ability to efficiently learn and adapt to new software applications and technologies.
Detail-oriented, with the ability to ensure accuracy and quality in all tasks.
Capability of working autonomously, managing time and tasks effectively.
Strong desire to learn and improve, taking initiative to apply feedback for continuous growth.
Knowledge of University of Iowa (UICCOM/UIHC) policies and procedures.

Responsibilities

Maintain effective working relationships with and serve as contact to Department members, faculty, staff, students, donors, and the public.
Evaluate requests and exercise discretion and respectful judgment in providing confidential information to appropriate parties.
Obtain and synthesize data, prepare agendas, and manage program details, coordinate meetings, monthly forums, teleconferences, videoconferences, and special events.
Assist Program Coordinators with coordinating, scheduling, and executing various education activities throughout the year.
Coordinate daily administrative activities related to education program management, including but not limited to, entering conference attendance, posting didactic lectures, and meetings, initiating program evaluations, and running compliance reports.
Coordinate and manage the residency program lunches on a scheduled basis.
Assist MedHub Administrators of Residency Programs by managing schedules, portfolios, conference presentations, evaluations, education documents, policy manuals, certifications, and licenses.
Extract and prepare data as requested on a regular basis requiring attention to detail and accuracy in reporting measures.
Manage complex clinical schedules for Education programs, requiring judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments and synthesizing multiple electronic calendar systems; manage itineraries, travel arrangements, conferences, and curriculum meetings.
Participate in Resident Recruitment to include coordination of correspondence, schedules, travel arrangements and promotional material for residency applicants during recruitment.
Obtain, tabulate, and analyze data to prepare periodic reports and electronic surveys as needed for all education programs.
Support the daily operations of the Education Programs and assist as needed with a large variety of projects and activities as they arise.
Serve as a member of the Department of Family Medicine administrative support team and provide backup coverage to other members during absences.
Initiate purchasing requests for supplies and equipment, monitor expenses, and reconcile financial statements for programs and events.