Admin Services Coordinator - General Internal Medicine at University of Iowa in Iowa City, Iowa

Job Description:

University of Iowa Health Care Department of Internal Medicine, Division of General Internal Medicine is seeking an Administrative Services Coordinator to contribute to the success of the daily operations of the Division of General Internal Medicine by providing administrative services through the coordination and support of operations and/or lead the organization by planning, directing, and evaluating operations.


Duties to include:



Operational Support and Management:

• Make decisions and exercise a high level of autonomy while performing administrative support responsibilities for the Directors of the Adult Hospitalist Program and Supportive & Palliative Care Program, including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements.
• Coordinate hospitalist and palliative care program meetings and conferences which include gathering of data, preparing agenda and assuring details are accurate. Plan and arrange for appropriate facilities and services in conjunction with program activities and events.
• Provide administrative support to the Department of Internal Medicine's Adult Hospitalist Program faculty, team leaders, and administrator, including, but not limited to meeting planning and additional administrative functions as needed.
• Submit benefit time and clinical changes into QGenda and Elms for assigned division faculty members and APP staff.
• Update and maintain accurate clinical schedules in QGenda & Smart Web. Ensure compliance with department and enterprise policies.
• Track daily hospitalist team admissions and inpatient census.
• Maintain and disperse materials for surgical co-management rotation to faculty, residents, and hospital staff. Manage on call calendars for surgical co-management residents in SmartWeb.

Human Resources (HR):

• Serve as division contact for job shadows and observerships; prepare and file documentation following hospital and departmental policies in accordance with College of Medicine guidelines.
• May exercise knowledge of HR policies and procedures and provide basic guidance and advice.
• May provide functional and/or administrative supervision for students/temporary staff.

Financial Responsibility:

• Serve as backup point of contact for office purchases, serving as liaison between Department and outside vendors, obtain appropriate approvals, document and track expenditures.
• Reconcile own procurement card as needed.

Strategic Planning

• May assist in the coordination/preparation of strategic plans in support of the Hospital Based Programs and Division of General Internal Medicine's Coordinators & Administrators.

Information Management:

• Serve as liaison between General Internal Medicine hospitalist faculty APP, and staff. Resolve issues based on knowledge and contact experts as needed.

Communications Management:

• Serve as liaison to General Internal Medicine faculty and staff, students, alumni and public.
• Serve as primary contact for building maintenance and facilities management.

Education Required:

• A Bachelor's degree or an equivalent combination of education and experience is required.

Experience Requirements:

• Excellent customer service, public contact and written/verbal communication skills are required.
• Proficient skills in computer software applications (MS Word, Excel, Outlook, and PowerPoint) are required.
• 6 months or more of administrative experience is required.
• Demonstrated knowledge of effective strategies for working with faculty, staff, and students from a variety of backgrounds and perspectives.

Desirable Qualifications:

• Experience supporting program directors.
• Experience interacting with patients and faculty in a healthcare setting is highly desirable.
• Prior EPIC experience is highly desirable.
• Experience planning and/or organizing meetings and group events and serving as a liaison is desirable.
• Experience tracking expenses is desirable.
• Knowledge of University procurement and travel policies is desirable.

Application Process: In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission:
• Resume
• Cover Letter

Job openings are posted for a minimum of 14 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 Michaela-davis@uiowa.edu.


Additional Information

• Classification Title: Admin Services Coordinator
• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: On Campus

Compensation

• Pay Level: 2B

Contact Information

• Organization: Healthcare
• Contact Name: Michaela Davis
• Contact Email: michaela-davis-1@uiowa.edu

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