Administrative Services Coordinator

  • University of Iowa Health Care
  • Iowa City, IA, USA
  • Oct 07, 2021
Full Time Administration/Operations

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 Division of General Internal Medicine, including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements. Coordinate research activities.

Initiate purchasing requests for supplies and equipment as needed. Document and track expenditures. Monitor program accounts and expenditures and reconcile divisional procurement cards each month.

Coordinate program meetings and conferences which will include the gathering of data, preparing of 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 faculty and APP staff, including, but not limited to membership and journal renewals, enrichment purchases, travel plans and reimbursements, license renewals and additional administrative functions as needed.

Maintain Division's licensure requirements. Notify faculty and APPs of expiring licensure, ensure timely renewal, and distribute renewed licensure to necessary parties.

Submit benefit time and clinical changes into QGenda and Elms for division faculty members and APP staff.

Update and maintain accurate clinical schedules in QGenda & Smart Web. Ensure compliance with department and enterprise policies.

Communicate compliance requirements to division faculty members and APP staff and serve as a division contact.

Assist research faculty in grant submissions and forms. Gather and upload materials into grant database, submit routing forms, obtain appropriate materials and signatures, and serve as contact to outside institutions.

Provide administrative support to faculty preparing and submitting manuscripts.

Monitor delinquent patient charts for General Medicine and Hospital-Based providers on a weekly basis, notify providers and working with appropriate personnel to rectify errors.

Assist with General Medicine and VA Quality Scholars Fellowship Program.

Human Resources (HR):

Initiate HR transactions at the request of others.

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:

Prepare financial reimbursements, monitor accounts and reconcile Divisional procurement cards including honorariums and payment of recruitment expenses and ensure compliance with departmental and University deadlines.

Initiate purchasing requests for conference food, office supplies and medical equipment.

Initiate and complete purchasing and travel requests, licensure renewals, and reimbursements for assigned faculty and APPs. Ensure funding is secured and document as appropriate.

Strategic Planning:

May assist in the coordination/preparation of strategic plans in support of the Division Coordinator & Administrator.

Information Management:

Serve as program contact for EPIC and respond to requests as necessary.

Serve as liaison between General Internal Medicine faculty and APP 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.

Serve as liaison between the Division of General Internal Medicine, the Department of Internal Medicine, and department HR office. Ensure faculty and staff comply with required compliances.

Serve as liaison between Division and Clinical Staff Office to ensure compliance with provider licensure requirements.

Percent of Time: 100%

Salary: $37,063Commensurate

Benefits Highlights:

Regular salaried position located in Iowa City, Iowa

Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans

For more information about Why Iowa?, click here

The University of Iowa offers a generous benefits package, including paid vacation and paid sick leave. Complete information regarding the full benefits package may be viewed at: .

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.

Commitment to and ability to foster diversity, equity and inclusion in the work or academic environment is required.

Desirable Qualifications:

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 and reviewing financial statements is desirable.

Experience within the past 5 years in an academic and/or office environment is desirable.

Experience with submitting grant applications and forms is desirable.

Knowledge of University procurement and travel policies is desirable.

Application Process: In order to be considered, applicants must upload a resume, cover letter and 3 references that clearly address how they meet the listed required and desired qualifications of this position.

Job openings are posted for a minimum of 14 calendar days.

Successful candidates will be subject to a criminal background check.

The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, national origin, age, sex, pregnancy, sexual orientation, gender identity, genetic information, religion, associational preference, status as a qualified individual with a disability, or status as a protected veteran.