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.
Duties to include:
Administration:
1. Organize email distribution lists of clinical faculty for Vice Chair of Faculty Development; distribute messages as directed.
2. Manage meeting calendars of Division Director, Clinical Director, Vice-Chair for Faculty Development, and other assigned division faculty.
3. 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.
4. Direct calls for Vice Chair of Faculty Development related matters to appropriate administrative personnel.
5. 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.
6. 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.
7. 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.
8. 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.
9. Edit text for grammar and punctuation; complete spelling proofreading prior to giving to faculty and prepare text formatting in compliance with requirements.
10. Oversee on-call schedule for division physicians. Enter schedule into Epic Teamwork and Smart Web and distribute information to appropriate staff.
11. 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.
12. 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.
13. 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.
14. Maintain individual files for each division member consisting of licenses, insurance, certifications for DEA, Child Abuse training, Curriculum Vitae, CPR, and evaluations.
15. Assist Faculty with renewals of various licenses and membership.
16. Organize and manage Grand Rounds and Frontiers of Research presentations assigned to division.
17. Schedule travel arrangements and appointments for assigned faculty/staff and visiting faculty, including lecturers and recruits.
18. Design flyers, announcements and presentations for academic events and lectures using PowerPoint.
19. Assist with the maintenance of individual Curriculum Vitae for assigned faculty using the Academic and Professional Record (APR).
20. 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.)
21. Open and process all incoming mail for faculty and division.
22. Oversee the purchase, service, and inventory of all divisional equipment, including equipment for labs.
23. May provide functional supervision of students.
Fellowship Coordinator:
1. Maintain data on various websites (Med Hub, ACGME, Frieda, GME track, NMPR, etc.)
2. Distribute 360 non-physician and patient evaluations.
3. Arrange, gather data, create slides, and organize various fellowship meetings including CCC, SOC, and APE.
4. Fellowship Recruitment – gather applications from ERAS, invite/organize interviews, etc.
5. Fellowship onboarding and orientation: enter data into Med Hub and ACGME, coordinate orientation lectures, etc.
6. Run various fellowship reports via Med Hub, ACGME and ERAS for Program Director – monthly reports and yearly reports.
7. Write drafts in accordance with ACMGE for all new policies or revised policies. Need to review ACGME rules for program yearly to ensure compliance.
8. Assist Program Director with data collection, organization, or program information forms as requested.
Financial:
1. Assist faculty with grant preparation as needed.
2. Oversee purchases made with division procurement card; oversee monthly reconciliation.
3. Initiate purchases made with division procurement card.
4. Assist with travel arrangements, i.e., scheduling hotel, airfare, tickets, etc. and prepare travel reimbursement forms for assigned faculty/staff.
Patient Related:
1. Triage and route inbound faxes.
2. Provide telephone coverage for multiple staff physicians, fellows, nurses and staff; directs messages appropriately. Complete documentation in EPIC for all patient related calls.
3. Obtain, prioritize, and communicate information regarding Newborn Screening patients.
4. Research and compile information for special reports (accreditation and educational material, i.e. Diabetes Manual).
5. Update patient education materials as directed by division nursing staff, initiate printing requests, manage supply of materials and reorder as needed.
Additional Tasks:
1. Assist division in computer operations and software use.
2. Complete special projects as assigned.
About the Department of Pediatrics:
The Stead Family Department of Pediatrics is a national leader in pediatric medicine. The Department's mission is to provide outstanding care to the children of Iowa and beyond by being a leader in state-of-the-art clinical care to children, performing cutting-edge research to find new treatments and cures for
childhood illnesses and educating the next generation of pediatric health care providers. The Department comprises the medical and research staff of UI Stead Family Children’s Hospital. UI Stead Family Children’s Hospital is one of the nation’s top-ranked pediatric care and research institutions, and Iowa’s only comprehensive children’s hospital.
About the Division of Endocrine & Diabetes:
The nationally recognized Division of Endocrinology & Diabetes has a tripartite mission by (i) providing expert care to children and adolescents with endocrine disorders, (ii) delivering award-winning endocrinology-related medical education, and (iii) conducting clinical and basic research to help address knowledge gaps in the field. The endocrine team is known for providing compassionate endocrine care coupled to expert diagnostic workup, treatment, and patient education. The team is headed by one dozen faculty physicians and subspecialty trained pediatric nurse practitioners. These providers collaborate with certified diabetes educators, endocrine nurses, dietitians, psychologists, and social workers to provide personalized care. The faculty consistently earns outstanding patient satisfaction scores. The endocrine faculty expertise is recognized regionally, nationally, and even internationally. All our faculty are board certified/eligible in the subspecialty of pediatric endocrinology.
Required Qualifications
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).
Highly Desired Qualifications
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.
Desired Qualifications
Excellent written and verbal communication skills
Previous experience working in healthcare administration
Previous experience managing calendars and coordinating schedules
Position and Application Details:
In order to be considered for an interview, applicants must upload the following documents and mark them as a “Relevant File” to the submission:
Job openings are posted for a minimum of 7 calendar days and may be removed from posting and filled any time after the original posting period has ended.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. Up to 5 professional references will be requested at a later step in the recruitment process.
For additional questions, please contact Pediatrics Human Resources at [email protected]
This role is primarily onsite but will be eligible for remote work 1-2 days/week after the initial onboarding is completed. Remote work must be performed at an offsite location within the state of Iowa. Per policy, work arrangements will be reviewed annually and must comply with the remote work program and related policies and employee travel policy when working at a remote location. Work arrangement options will be discussed during the hiring process.
This position is not eligible for university sponsorship for employment authorization.
Additional Information
- Classification Title: Admin Services Coordinator
- Appointment Type: Professional and Scientific
- Schedule: Full-time
- Work Modality Options: On Campus, Hybrid within Iowa
Compensation
Contact Information
- Organization: Healthcare
- Contact Name: Pediatric Human Resources
- Contact Email: [email protected]
