Admin Services Specialist - Pediatric GI/ID

UIOWA•Iowa City, IA

About The Position

Support the function of the Division Directors in Gastroenterology and Infectious Disease. Manage, direct and support the daily operations of the Divisions. Contribute to the success of the Divisions by providing administrative services through the coordination and support of planning, directing, and evaluating operations. Coordinate divisional activities and events; gather and provide information as requested for the department and college. Provide administrative supervision to the divisional support staff. Serve as administrative and business operations liaison with Pediatrics Administration.

Requirements

Excellent written and verbal communication skills are required.
Must be proficient in computer software applications (MS Word, Excel, PowerPoint, Outlook).
1-3 years of related administrative support experience is required.

Nice To Haves

Knowledge of University policies, procedures and regulations is desirable.
6 months – 1 year experience coordinating or supporting a program.
Prior supervisory experience is highly desired.
Experience reviewing and managing financials and expense budgets is highly desirable.
Experience with Graduate Medical Education is highly desirable.
Experience with Epic and Epic reporting is highly desirable.
Experience working in a clinical department is highly 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.
Coordinate and/or administer the operational and/or financial activities associated with the Divisions of Gastroenterology and Infectious Disease.
Monitor status of projects.
Assist the Associate Director of Clinical Functions and the Division Directors in the preparation of periodic and special reports, as assigned, to include clinical operations and metrics, outreach tracking and planning, educational programming requirements and metrics, and others as requested.
Support the Division Directors in planning, developing, coordinating and implementing short and long range goals as outlined in the strategic plan for the Divisions.
Assist with faculty and resident recruitment including coordinating visits, arranging travel and planning itineraries.
Use Epic and Epic reporting functions to support the data needs of the clinical operations and optimization.
Assist the division director in the monthly review of RVU reports.
Assist with the tracking and collection of relevant information as requested by the Division(s) or department for divisional or individual productivity metrics.
Assist with assuring divisional compliance with policies, procedures and UI Health Care patient care requirements.
Coordinate divisional meetings and conferences under the direction of the Division Directors, which includes the gathering of data, assisting in preparing of agenda, taking minutes where appropriate and assuring details are accurate.
Plan and arrange for appropriate facilities and services in conjunction with divisional activities and events.
Assist with coordination of job shadowing opportunities for the Divisions.
Provide support for grant preparation (i.e. gathering information, inputting and formatting documents, submission of grants and annual reports, etc.).
Oversee other monthly division schedules as requested (for example, medical student/residency/fellowship schedule, lecture schedules).
Prepare faculty call schedule with the direction of the Division Directors.
Exercise knowledge of HR policies and procedures; may provide basic guidance and advice to Division Directors and others in the Divisions.
May provide functional and administrative supervision of divisional administrative support staff.
Provide direction, assignments, feedback, coaching and counseling to assure outcomes are achieved.
Observe individual performance, provide fair and objective feedback, and identify opportunities to enhance performance if needed.
May hire, develop and manage the performance of administrative support staff in collaboration with the respective Division Director, assure staff is compliant with UI policies and procedures.
Perform annual performance appraisals, with solicitation of Division Director and faculty input and feedback, for all other administrative and clerical divisional support staff.
Manage and oversee human resource related issues for the division such as faculty recruitments, appraisals, competencies, compliances.
Responsible for the bi-weekly ELMS approval of divisional administrative and support staff timecards.
Maintain effective working relationships with faculty, staff, students and the public.
Analyze program data, develop reports, oversee activities.
Monitors specific divisional accounts/expenditures; reconcile statements.
Advise management on budgetary needs or discrepancies.
Coordinate and/or administer the operational and/or financial activities associated with specific divisional services or contractual programs, as well as the divisional incentive program.
Maintain knowledge, understanding, and management of the divisional expenses to meet divisional fiscal year expense budgets
Analyze, monitor and report financial data, information and reports.
Monitor, track and reconcile divisional expenditures related to faculty) academic expenses
Initiate purchasing requests for supplies and equipment.
May provide support and assistance with divisional grants management and administration.
Assist in the coordination/preparation of strategic plans for the Divisions.
Monitor strategic plan and make recommendations for change if the business plan is not being met or if the strategic direction has changed.
Establish timelines, remind contributors, proof and edit the division strategic plan.
Assist in the evaluation and optimization of clinical operations, and community outreach and satellite clinics.
Assist in the development and justification of Business Plans for the creation of new hires for faculty and staff.
Assist in the preparation of periodic and special reports of divisional activities.
Collect, analyze, maintain and provide information on various divisional activities. This information relates to scheduling activities, fellowship program and faculty promotions.
Research information, as needed, to facilitate communication process.
Troubleshoot computer and device issues in cooperation with HCIS.
Gather and provide information using available resources.
Serve as the primary liaison between the Divisions and departmental administration by providing information and responding to inquiries.
Monitor the information on organizational websites pertaining to the Divisions; provide updates and current information as needed.
Develop and coordinate internal and external communications in conjunction with Divisional or Administrative leadership.
Serve as liaison to faculty, staff, students within the Divisions to communicate the interpretation of departmental and University policies, procedures and programs.
Serve as primary contact for the Divisions for maintenance and facilities management.