Admin Services Coordinator - Pediatrics

UIOWA•Iowa City, IA

14h•Onsite

About The Position

The Stead Family Department of Pediatrics is seeking an Administrative Services Coordinator to provide operational and administrative support for project management, marketing and communications, meeting and event coordination, and recruitment functions. The role supports departmental educational programs, Pediatric Quality Improvement Board initiatives, meetings, strategic projects, website and intranet communications, recruitment visits, and general administration. It also serves as primary backup and support to the Administrative Services Specialist in the Chair’s Office and provides scheduling support to the Department Administrative Officer and Assistant Directors of Clinical Services. The Stead Family Department of Pediatrics is a national leader in pediatric medicine. Its mission is to provide outstanding care to children by leading in clinical care, research, and education. The Department comprises the medical and research staff of UI Stead Family Children’s Hospital, Iowa’s only comprehensive children’s hospital.

Requirements

Bachelor’s degree or an equivalent combination of education and experience.
One to three years of related administrative experience.
Demonstrated experience with project coordination.
Excellent written and verbal communication and interpersonal skills.
Ability to successfully balance multiple priorities and tasks simultaneously.
Proficiency in computer software applications, including PowerPoint, Word, Excel, and Outlook.

Nice To Haves

Experience with organizational communication.
Basic understanding of branding.
Experience with basic website editing.
Prior experience managing calendars and scheduling meetings for leaders.
Experience with Adobe Creative Suite.

Responsibilities

Manage recurring departmental educational programs, including scheduling, communications, logistics, attendance tracking, and execution.
Coordinate Pediatric Quality Improvement Board initiatives and reporting activities, including board compliance and documentation requirements.
Coordinate agendas and meeting documentation, and update project documentation based on meeting outcomes.
Track and monitor progress toward strategic goals, initiatives, and other projects as needed.
Participate in leadership or project meetings to capture notes or updates as needed.
Respond to questions and inquiries about project and initiative status.
Assist with educational activities for medical students, residents, and fellows as directed.
Write, revise, and distribute information across websites, email, letters, and the intranet under the general direction of the Senior Communications Specialist.
Make routine edits to the departmental website to support reputation and recruitment efforts.
Update access to the department’s Teams space and distribution lists, and develop and post information to the intranet.
Support communication of department initiatives in meeting planning.
Create and distribute the bi-weekly departmental e-newsletter.
Draft and distribute memos and announcements on behalf of department leaders.
Assist with developing itineraries for faculty or staff recruitment visits.
Coordinate and schedule interviews.
Escort candidates around campus during in-person recruitment visits and may provide brief tours and information about the Iowa City community.
Assist the Recruiter and/or Senior Communications Specialist with external advertisements as needed.
Attend and participate in recruitment meetings with department leadership as needed.
Serve as primary backup and support to the Administrative Services Specialist in the Chair’s Office, supporting department executive leadership.
Coordinate and facilitate monthly meetings attended by approximately 80 staff members.
Participate on the recognition committee and assist with organizing and ordering for departmental events or activities as needed.
Provide scheduling support for the Department Administrative Officer and Assistant Directors of Clinical Services.
Order and maintain office supplies for department use.
Obtain quarterly printer counts and submit them into the database.
Complete special projects and other duties as assigned.