Administrative Services Coordinator - Pediatric Endocrine

University of Iowa•Iowa City, IA

1d•Hybrid

About The Position

The UI Stead Family Department of Pediatrics is seeking an Administrative Services Coordinator with 100% effort. Under general supervision, performs administrative work such as composing correspondence, compiling specialized reports, coordinating activities, and obtaining and providing factual information requiring interpretation of the policies and procedures of both the assigned and related work areas. Duties involve the use of personal computers, computer terminals, and a variety of software and/or conventional office equipment. May provide administrative supervision of students and medical trainees. The function of this position is to provide administrative support for the Division of Endocrinology including the Division Director of Endocrinology, Vice Chair of Faculty Development, and other assigned faculty and to serve as Pediatric Endocrinology Fellowship Program Coordinator.

Requirements

A bachelor's degree or equivalent combination of education and experience is required.
1-3 years of related administrative support experience is required.
Excellent written and verbal communication and interpersonal skills are required.
Must be proficient in computer software applications (MS Word, Excel, PowerPoint, and Outlook).

Nice To Haves

Experience providing high level administrative support to physician leadership.
Experience providing support to trainees in a residency or fellowship program.
Experience in coordinating and developing faculty schedules in a clinical setting.
Demonstrated knowledge and understanding of academic medicine.
Previous experience with EPIC and APR.
Knowledge of fellowship requirements and programs including ERAS, ACGME, Med Hub, etc. is highly desired.
Excellent written and verbal communication skills
Previous experience working in healthcare administration
Previous experience managing calendars and coordinating schedules

Responsibilities

Organize email distribution lists of clinical faculty for Vice Chair of Faculty Development; distribute messages as directed.
Manage meeting calendars of Division Director, Clinical Director, Vice-Chair for Faculty Development, and other assigned division faculty.
Document appointments to include contact persons and telephone numbers, room assignments for meetings; document clinic schedules and grant deadlines to assist faculty in time management.
Direct calls for Vice Chair of Faculty Development related matters to appropriate administrative personnel.
Disseminate and record information accurately (names and numbers), summarize the issue, and determine the availability of the caller for response. Distribute messages promptly and appropriately.
Initiate appropriate action by paging or medical record messaging faculty for urgent needs, seeking guidance for response as needed, request or retrieve medical information for patient complaints as appropriate.
Transcribe faculty career reviews and other various administrative letters for Division Director and Vice Chair of Faculty Development. Transcribe various items for other assigned division faculty as needed.
Gather and collect data from Departmental and University resources on behalf of the Division Director and Vice Chair of Faculty Development. Organize data for digital presentation to audiences as requested.
Edit text for grammar and punctuation; complete spelling proofreading prior to giving to faculty and prepare text formatting in compliance with requirements.
Oversee on-call schedule for division physicians. Enter schedule into Epic Teamwork and Smart Web and distribute information to appropriate staff.
Enter absences into ELMS for assigned faculty. Review timecard for assigned faculty at the end of each pay period to confirm all absences have been appropriately entered.
Assist with the maintenance of On Call/Clinic Change forms to ensure the requests for clinic cancellations, re-openings, reductions, and additions are communicated with centralized scheduling.
Solicit division members for agenda topics for discussion at monthly division meeting; create and distribute agenda, take meeting minutes, transcribe minutes, and distribute to division members and special attendees.
Maintain individual files for each division member consisting of licenses, insurance, certifications for DEA, Child Abuse training, Curriculum Vitae, CPR, and evaluations.
Assist Faculty with renewals of various licenses and membership.
Organize and manage Grand Rounds and Frontiers of Research presentations assigned to division.
Schedule travel arrangements and appointments for assigned faculty/staff and visiting faculty, including lecturers and recruits.
Design flyers, announcements and presentations for academic events and lectures using PowerPoint.
Assist with the maintenance of individual Curriculum Vitae for assigned faculty using the Academic and Professional Record (APR).
Assist with the onboarding and orientation of new faculty. This includes submitting HR requests, computer and software requests, organizing orientation schedule, requisitions for various needs (e.g., lab coat, etc.)
Open and process all incoming mail for faculty and division.
Oversee the purchase, service, and inventory of all divisional equipment, including equipment for labs.
May provide functional supervision of students.
Maintain data on various websites (Med Hub, ACGME, Frieda, GME track, NMPR, etc.)
Distribute 360 non-physician and patient evaluations.
Arrange, gather data, create slides, and organize various fellowship meetings including CCC, SOC, and APE.
Fellowship Recruitment – gather applications from ERAS, invite/organize interviews, etc.
Fellowship onboarding and orientation: enter data into Med Hub and ACGME, coordinate orientation lectures, etc.
Run various fellowship reports via Med Hub, ACGME and ERAS for Program Director – monthly reports and yearly reports.
Write drafts in accordance with ACMGE for all new policies or revised policies. Need to review ACGME rules for program yearly to ensure compliance.
Assist Program Director with data collection, organization, or program information forms as requested.
Assist faculty with grant preparation as needed.
Oversee purchases made with division procurement card; oversee monthly reconciliation.
Initiate purchases made with division procurement card.
Assist with travel arrangements, i.e., scheduling hotel, airfare, tickets, etc. and prepare travel reimbursement forms for assigned faculty/staff.
Triage and route inbound faxes.
Provide telephone coverage for multiple staff physicians, fellows, nurses and staff; directs messages appropriately. Complete documentation in EPIC for all patient related calls.
Obtain, prioritize, and communicate information regarding Newborn Screening patients.
Research and compile information for special reports (accreditation and educational material, i.e. Diabetes Manual).
Update patient education materials as directed by division nursing staff, initiate printing requests, manage supply of materials and reorder as needed.
Assist division in computer operations and software use.
Complete special projects as assigned.