Admin Services Coordinator - Pulmonary

The University of Iowa Health Care is seeking an Administrative Services Coordinator to provide administrative services through the coordination and support of activities within the Divisions of Internal Medicine Division of Pulmonary, Critical Care and Occupational Medicine. This position will contribute to the success of the division through the management of faculty and advanced practice provider activities and strategic planning.

Duties to include:

Operational Support and Management:

• Support the daily administrative activities for the Division, including coordination of specialized and routine events and activities and appropriateness of expenditures.

• Provide administrative support to division faculty and Advanced Practice Providers, including, but not limited to managing and organizing schedule, assisting with travel arrangements, developing and distributing correspondences and prioritizing events/meetings.

• Provide event management oversite for the planning of the Midwest Cystic Fibrosis Consortium.

• Assist with the division's clinical schedules, including division faculty, fellows, Department of Internal Medicine resident and CCOM student rotations. Communicate with VA clinical staff and coordination of schedules.

• Assist in the recruitment and onboarding of advanced practice providers 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.

• Manage pharmaceutical representatives request including correspondence, scheduling of drug displays, record keeping, directing payments.

• Perform other duties as assigned.

Human Resources (HR):

• Monitor faculty mandatory compliances, required attendance and provide basic guidance and advice.

• Assist Faculty and Advanced Practice Providers with submissions in ELMS.

Financial Responsibility:

• Prepare financial reimbursements, monitor accounts and reconcile university P-cards including honorariums and payment of faculty expenses.

• Initiate purchasing requests for supplies and equipment.

• Assist in the preparation of required periodic and/or special reports.

Strategic Planning:

• May assist in the coordination/preparation of strategic plans in support of the Division Director and Administrator. Establish timelines, remind contributors, proof and edit.

Information Management:

• Serve as contact for the Division and respond to requests as needed.

Communications Management:

• Prepare and administer correspondence. Serve as liaison to faculty, staff, students, alumni, patients, and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs. May 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 written and verbal communication skills are required.

• Proficiency in Microsoft Office applications is required.

Desirable Qualifications:

• 6 months of related experience in an academic medical setting is desired.

• Experience coordinating and maintaining calendars and schedules is desired.

• Knowledge of University of Iowa Healthcare policies, procedures, regulations and guidelines is desired.

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-1@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