Iowa Health Professions Workforce Records Coordinator

UIOWA • Iowa City, IA

4d

About The Position

The Statewide Residency Training Program is seeking an Administrative Services Coordinator to contribute to the success of a project, program, unit, department, or college/division by providing administrative services through the coordination and support of operations and/or lead the organization by planning, directing, and evaluating operations. Provide administrative support and coordination to the Iowa Health Professions Tracking Center: database managers and all programs. Key areas of responsibilities include conducting data collection activities, performing data entry, analyzing, and summarizing data, preparing reports, project management, and student supervision. Percent Time: 100% Duties to include: Operational Support and Management: Review and answer routine inquiries regarding the Iowa Health Professions Tracking Center and provides information regarding policies and procedures. Maintain appropriate files (electronic and paper) for Tracking Systems and other documentation. Participate as an OSCEP team member contributing to a professional and positive team environment. Communicates with a wide variety of staff both internal and external to the University of Iowa Health Care. Supports 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. May require advanced knowledge and expertise in specific office, project, or program to provide administrative/ operational support and management. Human Resources (HR): Train, assign and assist the evaluation of student support staff. Will exercise knowledge of HR policies and procedures and provide basic guidance and advice. Will provide functional and/or administrative supervision for students/temporary staff. Financial Responsibility: Initiate purchasing requests for supplies and equipment. Strategic Planning: May assist in the coordination/preparation of strategic plans in support of the Dean, Director, DEO or VP. Establish timelines, remind contributors, proof, and edit. Information Management: Initiates data collection activities by locating and making routine calls to health professions worksites and employers of health professionals practicing in Iowa; verifies and collects statistical and anecdotal information; codes data; and data entry. Provide technical or application support to internal database users. Will serve as a resource for department staff to ensure compliance with policy. Coordinate the collection and the reporting of data for special projects (i.e., Iowa PCO project and First Five) with Iowa Department of Health and Human Services. Participates in the collection of the data for the Visiting Consultant Clinic annual project under the direction of the Data Analysts. Coordinate and support updates to the Center's documents, publications, and graphics (Word, Power BI, and PowerPoint). May serve as the primary contact for a project, program, unit, department, or college/division by providing information and responding to inquiries. Will gather and provide information using available resources. Develops expertise and understanding of the various fields contained within the Iowa Health Professions Inventory and provides accurate data entry. Communications Management: Serves as liaison and maintains relationships with hospitals, clinics, pharmacies, dental offices and health care professionals, staff and public regarding the Iowa Health Professions Tracking Center. Serves as a member of internal committees as directed, including Operations Committee, OSCEP Staff Meeting, College of Medicine Administration All Staff Meeting, and Data Group. Prepare agendas, handouts, takes meeting minutes as reqeusted. Provide data and information for presentations as requested. Collect, tabulate, analyze and report data for periodic, annual and custom reports including data for annual Health Professions Advisory Committee meetings. Prepare and administer correspondence. Serve as liaison to faculty, staff, students, alumni and public concerning inquiries, or complaints requiring interpretation of policies, procedures and programs.

Requirements

• A bachelor’s degree or an equivalent combination of education and experience is required.
• Excellent written and verbal communication skills are required.
• Six months of related year experience in administrative support in an office setting is required.
• Advanced abilities with Microsoft Office applications (e.g. Word, Excel, Outlook, PowerPoint) are required.
• Strong organizational skills, including the ability to manage multiple projects and adhere to deadlines, is required.
• Attention to detail is required.
• Experience working in a position requiring a high level of customer service is required.
• Demonstrated ability and initiative to work independently and on a variety of teams is required.
• Analytical and problem-solving skills are required
• Experience with data collection, database management, and reporting processes is required.

Nice To Haves

• Knowledge of University of Iowa policies and procedures is desirable.
• Knowledge of various health professions training process is desirable.
• Prior supervisory experience is desirable.

Responsibilities

• Operational Support and Management
• Human Resources (HR)
• Financial Responsibility
• Strategic Planning
• Information Management
• Communications Management

Benefits

• Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees