Admin Services Specialist - Hospital Medicine

UIOWA•Iowa City, IA

13d

About The Position

Support the daily operations of the Division of Hospital Medicine by providing administrative services for Division Director, Division Administrator and assigned faculty, coordinating specialized projects, activities, and events, ensuring appropriateness of expenditures, and managing contract or grant requirements. Make decisions and exercise a high level of autonomy while typically performing administrative support/management responsibilities for the Division Director, Division Administrator, and faculty, including managing schedules, correspondence, travel arrangements, Quality Improvement initiatives and grant submission and support. Key areas of responsibility include operational and communication management, Human Resources, and Financial Planning.

Requirements

A Bachelor's degree or an equivalent combination of education and experience is required.
1-3 years of experience is working in an academic environment is required.
1-3 years of experience working in a healthcare environment is required.
Excellent written and verbal communication skills are required.
Demonstrated experience in managing clinical and provider scheduling, including shift assignments, call schedules, and coordination across multiple service lines or departments is required.
Experience with faculty recruitment is required.
Experience using Microsoft Office including Word, Excel, and PowerPoint is required.
Experience researching and preparing reports, conducting data entry and document editing is required.

Nice To Haves

Knowledge of Epic and University of Iowa policies and procedures is desirable.
Experience with QGenda is highly desirable.
Experience coordinating activities and events is highly desirable.
Experience verifying funds or processing reimbursement is desirable.

Responsibilities

Provide administrative support to the Division Director, Division Administrator and assigned faculty.
Manage the Division Director’s schedule and determine meeting and conference needs, using a high level of autonomy to prioritize appointments.
Provide administrative support to assigned faculty, including, but not limited to, managing schedules, membership and journal renewals, enrichment purchases, travel plans and reimbursements, license renewals, and various other administrative support needs.
Coordinate and oversee all administrative operations of division mentoring committees and annual reviews.
Ensure all division members maintain compliance with HR & CCOM policies.
Manage communication with individual division member and serve as liaison between institution and individual employee.
Plan, organize, coordinator and monitor Division projects and programs.
Ensure all providers maintain compliance with applicable licensure requirements and ensure compliance with applicable external board policies and procedures.
Ensure individuals remain compliance with individual clinical privilege requirements and serve as liaison between institution and individual provider.
Oversee weekly delinquent billing and documentation reports.
Communicate delinquencies to providers to ensure timely completion and to prevent loss of revenue.
Resolve inaccuracies with departmental and institutional contacts.
When necessary, serve as intermediary to providers and Patient Financial Service to rectify any inaccuracies.
Evaluate workflow paths and collaborate with departmental content experts to implement changes.
Facilitate and oversee credentialing’s peer-evaluation process and the Division’s IPPE/OPPE reviews.
Create and maintain all faculty CV & ORCiD records.
Assist in planning divisional meetings. Planning includes coordinating all aspects of each session such as presentation materials, presenters, room reservations, faculty reminders, food and drink, and minutes.
Oversee Division’s small group teaching requirements.
Assist faculty in registration process, including assuring faculty are registering for appropriate courses.
Ensure division adheres to departmental requirements.
Serve as divisional contact for administrative staff within the Division of Hospital Medicine.
Oversee and manage the development of the Hospitalist scheduling, including making the appropriate Department and Hospital event entries of assigned Hospitalists, load initial schedules into Epic, complete schedule changes in MS Excel, QGenda, ELMS, and Smart Web On-Call for changes to schedule.
Perform administrative support for Hospitalist Program Retreat and QI Symposium.
Provide guidance and assistance to faculty in preparation of reappointment and promotion dossiers.
May initiate HR transactions at the request of others.
Provide direct supervision to direct reports.
Work with HR to rectify any issues.
Oversee divisional administrative staffing to ensure daily volumes are met.
Anticipate absences and ensure all job functions are overseen each day.
Oversee divisional plan/policies as they relate to support staff leave.
Review and approve time off requests as well as ELMS timecards for direct reports.
Enter all benefit requests for assigned faculty and provide ad hoc assistance to others as needed.
Ensure that faculty schedules are accurately reflected in ELMS.
Track shift counts and compare to benefit time utilized.
Receive and respond to general inquiries as they relate to HR policies and procedures.
Advise employees as it relates to applicable HR policies and procedures.
Meet with all new faculty and APPs during orientation to present Division Overview, reviewing HR, Divisional and Departmental policies.
Create and oversee orientation process for all new faculty and staff.
Assist all faculty, APPs, merit and P&S staff in the completion of their off-boarding requirements.
Serve as trusted requestor for Division, submitting and approving all HCIS requests.
Using independent judgement when granting and approving requests.
Serve as divisional expert in Epic Teamworks.
Respond to requests and inquiries from divisional faculty, APPs, and staff members.
Ensure Epic Teamworks schedules adhere to departmental and university requirements.
Maintain faculty information in divisional and departmental databases.
Train all new staff on policies and workflow and provide ad-hoc training to current faculty and staff when needed.
Organize and oversee monthly support staff meeting.
Serve as Division recruitment coordinator, initiate and complete faculty pre-interview reports and search/selection summary for all recruitments.
Serve as primary contact for potential recruits and new hires, plan visits, and oversee credentialing, privileging and onboarding process.
Manage and monitor faculty commitment, CME and public service spending accounts.
Oversee and manage purchases, approve all requisitions and workflow orders, and verify expenses and ensure funds are tracked and sourced correctly.
Reconcile every account each month and report status to Division Director and Administrator.
Review and approve faculty and staff Procurement Cards each month.
Redistribute funds when appropriate to maximize resources.
Receive requests for additional professional development funding.
Review requests with division and program directors.
Work with administrative staff to fund approved requests.
Perform moonlighting verification and payout and monitor incentive program.
Receive services and payments for locum coverage in AP/PO database.
Provide primary administrative assistance to Division Director, Division Administrator and assigned faculty.
Maintain calendars and schedules which requires exercising independent judgement and autonomy when scheduling and accepting meetings.
Draft and distribute correspondences to faculty on behalf of Division Director.
Plan and oversee all aspects of the Division’s monthly faculty meeting and leadership meeting, including preparation of materials, scheduling of speakers, technical issues, and meals.
Gather and analyze data to create detailed reports in response to requests for information from DEO, CSO, the Dean’s Office, Division Director, Hospitalist Program Director, and Division Administrator.
Obtain, prepare, assemble, and maintain monthly and quarterly data as part of Division dashboard, including monthly reports on Patient Satisfaction, Length of Stay, and Utilization.
Respond to inquiries from Identity Management and oversee electronic devices within the division.
Coordinate an annual audit of all division computer equipment.
Coordinate plans related to space, equipment, and office management and maintenance for Division of Hospital Medicine.
Aid faculty in grant submissions.
Gather and upload materials into grant database, create and submit UIRIS routing form, obtain appropriate signatures, ensure faculty and staff have appropriate documentation and training such as IRB, cash-handling and CITI training, and serve as primary contact to outside institutions.
Facilitate communication to grants administrator to ensure prompt update to faculty dossiers.
Develop and update Program-specific content, including policy and procedures, on-boarding, and recruitment.
Serve as primary point of contact for all questions regarding the Division.
Provide pertinent information to upcoming deadlines and events as well as internal announcements and changes to Hospital/institutional policies and workflow.
Develop and coordinate internal communications to staff and faculty.
Work with Departmental Communications Team to maintain Divisional and CCOM webpage.
Serve as administrative liaison to the VA.
Coordinate and plan all visiting professor visits.
Serve as primary point of contact.
Assist with travel arrangements and reservations while providing transport to campus meetings.
Reflect and communicate changes to the Hospitalist schedule appropriately and timely.
Obtain, prepare, assemble and distribute all program-related materials.