Program Coordinator

UIOWA•Iowa City, IA

1d•Hybrid

About The Position

The UI Stead Family Department of Pediatrics is seeking a Program Coordinator. The position will coordinate administrative, operational, and fiscal responsibilities requiring a high degree of discretion, leadership, and independent judgment in the Divisions of Pediatric Nephrology, Rheumatology, Developmental Behavioral Pediatrics, and Psychology. This position will manage multiple programs to improve the delivery of clinical services under the general direction of the Departmental Administration and the respective Division Directors. Duties include, but are not limited to: Program Operations Coordinates the daily operational and financial activities associated with the Pediatric Nephrology, Rheumatology, Developmental Behavioral Pediatrics, and Psychology divisions across multiple clinical programs and services. Assist in the development and implementation of clinical operations, programmatic business plans, and strategic initiatives that align with the Stead Family Department of Pediatrics, in collaboration with Departmental Administration and the respective Division Directors Act as Fellowship Coordinator for assigned divisions, as applicable. Functions as administrative liaison between the divisions and Department of Pediatrics Administration for all clinical and administrative needs. Facilitate recruiting and onboarding of new faculty and APP providers within the divisions of oversight Monitor status of projects, review and analyze data, including provider productivity, schedules and templates, distribution of clinical learners (i.e. residents and medical students); evaluate for efficiency of workflow and against productivity targets, develop reports, and oversee activities at the direction of Department Administration. Engage in performance monitoring & assessment (productivity, appointment access, panel management, etc.) of operational metrics. Develop and deliver recommendations for operational changes to improve delivery of clinical services or achieve other strategic goals, as directed. Perform data compilation and analysis of key performance indicators. Use Epic, Tableau, and other UIHC reporting functions to support the operational data needs of the various clinical programs. Collaborates with Departmental Administration and division directors to review patient and customer satisfaction results (Press Ganey). Supports overall programmatic functions of Pediatric Nephrology, Rheumatology, Developmental Behavioral Pediatrics, and Psychology. Coordinates operational responsibilities and duties among the Division support staff. Leadership/Supervision Provide administrative supervision & performance evaluation of Division support staff. Provide direction, assignments, feedback, coaching and counseling to assure outcomes are achieved. Hire, develop and manage the performance of Division support staff in collaboration with Department Administration. Observe individual performance, provide objective feedback, and identify opportunities to enhance performance if needed. Understand and be able to cross cover other support staff positions within divisions of oversight, as needed. Responsible for the bi-weekly timecard approval of Divisional faculty and support staff by utilizing Enterprise Labor Management System (ELMS). Coordinate division faculty recruitment and visiting guest speaker visits with Division support staff. Coordinate appropriate internal and external communication to all faculty, staff, and students within the Division. Disseminate timely information regarding university policies and procedures. Financial Management Provide financial oversight of divisional expenses, clinical billing and charges, and revenue for the entire revenue cycle. Maintain knowledge, understanding, and management of the divisional expenses to meet fiscal year budget expectations. Advise Administration on any budgetary needs or discrepancies. Approve and reconcile divisional expenditures utilizing appropriate processes and thorough financial judgment. Assist Administration Leadership with development of budgets for programs and services. Assist in the preparation of periodic and special reports of division activities. Strategic Planning and Quality Improvement Function in a strategic business partner relationship with division directors and Department Administration. Provide support in the planning, development, coordination and implementation of short- and long-range goals as outlined in the strategic plan for the College, Department, and Division. Assist with implementing strategic initiatives to improve productivity, access, efficiency, customer service, and quality outcomes in collaboration with Division Director and Department Administration. Collaborate with leadership to develop project plans, including scope, objective(s), metrics, resource requirements, deliverables, milestones, timelines and long-term sustainability plan. Identify data, determine collection method for collection of data; facilitate data collection; Identify barriers, gaps or risks to be addressed with leadership. Be knowledgeable of contracts and Professional Services Agreements (PSA) associated with Division.

Requirements

Bachelor’s degree in healthcare or business administration, finance, accounting or a similar discipline; or an equivalent combination of education and experience.
1-3 years of related healthcare, business or program/project management experience.
Excellent written and verbal communication and interpersonal skills.
Demonstrated proficiency with computer software applications (MS Word, Excel, PowerPoint, and Outlook).

Nice To Haves

Master’s degree in healthcare or business administration, finance or accounting.
Experience in clinical management or clinical operations, including project or program management.
Prior supervisory experience.
Experience reviewing and managing financials and expense budgets.
Experience with Graduate Medical Education.
Experience with Epic and Epic reporting.

Responsibilities

Coordinates the daily operational and financial activities associated with the Pediatric Nephrology, Rheumatology, Developmental Behavioral Pediatrics, and Psychology divisions across multiple clinical programs and services.
Assist in the development and implementation of clinical operations, programmatic business plans, and strategic initiatives that align with the Stead Family Department of Pediatrics, in collaboration with Departmental Administration and the respective Division Directors
Act as Fellowship Coordinator for assigned divisions, as applicable.
Functions as administrative liaison between the divisions and Department of Pediatrics Administration for all clinical and administrative needs.
Facilitate recruiting and onboarding of new faculty and APP providers within the divisions of oversight
Monitor status of projects, review and analyze data, including provider productivity, schedules and templates, distribution of clinical learners (i.e. residents and medical students); evaluate for efficiency of workflow and against productivity targets, develop reports, and oversee activities at the direction of Department Administration.
Engage in performance monitoring & assessment (productivity, appointment access, panel management, etc.) of operational metrics.
Develop and deliver recommendations for operational changes to improve delivery of clinical services or achieve other strategic goals, as directed.
Perform data compilation and analysis of key performance indicators.
Use Epic, Tableau, and other UIHC reporting functions to support the operational data needs of the various clinical programs.
Collaborates with Departmental Administration and division directors to review patient and customer satisfaction results (Press Ganey).
Supports overall programmatic functions of Pediatric Nephrology, Rheumatology, Developmental Behavioral Pediatrics, and Psychology.
Coordinates operational responsibilities and duties among the Division support staff.
Provide administrative supervision & performance evaluation of Division support staff.
Provide direction, assignments, feedback, coaching and counseling to assure outcomes are achieved.
Hire, develop and manage the performance of Division support staff in collaboration with Department Administration.
Observe individual performance, provide objective feedback, and identify opportunities to enhance performance if needed.
Understand and be able to cross cover other support staff positions within divisions of oversight, as needed.
Responsible for the bi-weekly timecard approval of Divisional faculty and support staff by utilizing Enterprise Labor Management System (ELMS).
Coordinate division faculty recruitment and visiting guest speaker visits with Division support staff.
Coordinate appropriate internal and external communication to all faculty, staff, and students within the Division.
Disseminate timely information regarding university policies and procedures.
Provide financial oversight of divisional expenses, clinical billing and charges, and revenue for the entire revenue cycle.
Maintain knowledge, understanding, and management of the divisional expenses to meet fiscal year budget expectations.
Advise Administration on any budgetary needs or discrepancies.
Approve and reconcile divisional expenditures utilizing appropriate processes and thorough financial judgment.
Assist Administration Leadership with development of budgets for programs and services.
Assist in the preparation of periodic and special reports of division activities.
Function in a strategic business partner relationship with division directors and Department Administration.
Provide support in the planning, development, coordination and implementation of short- and long-range goals as outlined in the strategic plan for the College, Department, and Division.
Assist with implementing strategic initiatives to improve productivity, access, efficiency, customer service, and quality outcomes in collaboration with Division Director and Department Administration.
Collaborate with leadership to develop project plans, including scope, objective(s), metrics, resource requirements, deliverables, milestones, timelines and long-term sustainability plan.
Identify data, determine collection method for collection of data; facilitate data collection; Identify barriers, gaps or risks to be addressed with leadership.
Be knowledgeable of contracts and Professional Services Agreements (PSA) associated with Division.