Admin Services Coordinator - Internal Medicine

University of Iowa

Iowa City, IA Administrative & Clerical / Healthcare $42,000 yearly

Job Reference #: 18000970

Position Summary:
Provide administrative executive services through the coordination and support of activities for the Division of Endocrinology and Metabolism. Contribute to the success of the division through the management of faculty activities.

KEY AREAS OF RESPONSIBILITY

Operational Support and Management:
  • Support the daily administrative activities for the Division of Endocrinology and Metabolism, including coordination of specialized and routine events and activities and appropriateness of expenditures.
  • Accountability for the administrative duties related to the division’s clinical schedule, including division faculty, fellows, Department of Medicine resident rotations in Endocrinology and Carver College of Medicine student rotations scheduled in the Division.
  • Provide administrative support to Division Director, including, but not limited to managing and organizing schedule, assisting with travel arrangements, developing and distributing correspondences and prioritizing events/meetings.
  • Monitor required faculty compliances, required attendance and provide basic guidance and advice.
  • Assist in the recruitment of new divisional faculty which includes coordination/ preparation of agenda and travel arrangements.Serve as point of contact to recruits and applicants.Work with departmental faculty HR to ensure guidelines and rules are being followed.
  • Assist in the onboarding of new faculty members.Coordinate schedules to ensure new faculty are receiving the appropriate training and tools necessary to be successful.Work with Division Administrator to identify office space and assignment of secretarial support staff.
  • Initiate purchasing requests for the division.
  • Assist in the preparation of required periodic and/or special reports (faculty incentive payments).
  • Prepare financial reimbursements, monitor accounts and reconcile university P-cards including honorariums and payment of recruitment expenses.
  • Track spending accounts.
  • Other duties as assigned.

Human Resources (HR):
  • Monitor faculty mandatory compliances, required attendance and provide basic guidance and advice.
  • Serve as ELMS approver for division support staff.
  • Provide functional supervision over assigned support staff.Assign work duties and follow-up on completion.Determine training requirements and coordinate monthly support 
  • meetings and activities.

Financial Responsibility:
  • Initiate purchasing requests for supplies and equipment.
  • Assist in the preparation of required periodic and/or special reports, including monthly incentive payments.
  • Prepare financial reimbursements, monitor accounts and reconcile university P-cards.

Strategic Planning:
  • Assist with the development of social media strategies.

Information Management:
  • Serve as primary contact for the Endocrinology and Metabolism Division and respond to requests as needed.
  • Serve as EPIC liaison for the division and UIHC.

Communications Management:
  • Serve as liaison to faculty, staff, students, alumni and the public.

Education Required:
  • A Bachelor's degree in Business Administration or an equivalent combination of education and experience is required.

Experience Requirements:
  • Excellent customer service, public contact and written/verbal communication skills are required.
  • 6 months of administrative experience performing recruitment and creating itineraries is required.
  • Proficiency in Microsoft Office computer software application including Word, PowerPoint and Excel is required.
  • Experience planning and/or organizing meetings and group events and serving as a liaison for the organization is required.

Desirable Qualifications:
  • Previous experience with maintaining physician group clinical schedules is highly desired.
  • Knowledge of University of Iowa policies, procedures, regulations and guidelines is desired.

Please attach a resume, cover letter and 3 professional references as part of the application process. Job openings are posted for a minimum of 14 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended. For questions or additional information, please contact IntMed-HR-Apps@uiowa.edu.

Successful candidates will be subject to a criminal background check.

Job ID: 65910

Posted 15 days ago

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