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University of Iowa · 19 hours ago

Admin Services Coordinator - Pediatric Cardiology

Iowa City, IA

Full-time

Hybrid

Entry Level

1+ years exp

The University of Iowa's Stead Family Department of Pediatrics is seeking an Administrative Services Coordinator to support the Division of Pediatric Cardiology. This role involves providing administrative support, coordinating activities, and assisting with recruitment and scheduling for the division.

EducationHigher EducationUniversities

No H1B

Responsibilities

Support the daily operations of an office, project or program, including coordination of specialized events and activities, appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures

May require advanced knowledge and expertise in specific office, project, or program to provide administrative and operational support

Make decisions and exercise a moderate level of autonomy while typically performing administrative support responsibilities for executives of an organization, including managing schedules, correspondence, and travel arrangements

Assist with creation and maintenance of division on-call schedules for General Cardiology, Echo, EP, Cath, ACHD and Transplant sub-subspecialties

Enter on-call schedules into SmartWeb/Spok, EPIC Teamwork, Amion, and division Outlook calendars

Maintain daily provider staffing schedule for the Echo Lab and CT/MRI

Assist with recruitment including coordinating visits, arranging travel, planning itineraries and escorting to meetings

Assist with visiting lecturers, arranging travel, planning itineraries and serving as escort during the visit

Coordinate meetings and conferences under the direction of the medical director which includes the gathering of data, preparing agendas, taking minutes and assuring details are accurate

Assist with coordination of job shadowing opportunities for division

Provide back-up for other division administrative staff during absences and back-up for Pediatric Endocrinology and Diabetes administrative staff as needed

Other duties as assigned by Departmental or Divisional leadership

May initiate HR transactions at the request of others at the department/unit level

May work with organizational Human Resources to ensure guidelines and rules are followed and to disseminate information

Assist with bi-weekly ELMS editing of division timecards

Maintain effective working relationships with faculty, staff, students and the public

Serve as credentialing delegate for assigned providers performing services through Physician Service Agreements; complete credentialing documents to obtain and maintain provider privileges at external sites

Complete re-credentialing forms as needed

Send copies of licenses and certificates to external sites as requested

Respond to other requests, such as requests for immunization documentation (influenza, COVID) or compliances (BLS, PALS, ACLS)

Assist with monthly invoicing for services provided under division Physician Service Agreements

Monitor division Physician Service Agreements, MOUs and other contracts; maintain a list of providers credentialed at each external institution and privileges held, monitor contract expiration dates in anticipation of renewal activities, and track volume of tests interpreted for each site by provider

Report volumes as requested to Pediatric Administration and/or Pediatric Finance Team

Maintain list of division databases and registries in which Pediatric Cardiology participates, include name of staff entering data for each registry, software needed and cost, annual participation fee, and additional miscellaneous fees

Initiate payment of annual participation fees

Assist with monitoring and reconciliation of monthly transaction detail reports as assigned

May assist with reconciliation of Division P-card

Monitor staff and information on divisional websites for accuracy; provide updates and updated information as needed

Maintain DPS faculty profiles for division physicians to maintain academic web pages

Develop and coordinate internal and external communications in conjunction with leadership

Qualification

Bachelor's degreeAdministrative support experienceMS Office proficiencyAcademic medicineCommunication skillsInterpersonal skillsOrganizational skills

Required

A Bachelor's degree or an 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)

Preferred

Experience in providing high level administrative support to physician leadership

Experience in 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 providing administrative support to multiple faculty

Knowledge of University policies, procedures, and regulations is desirable

Company

University of Iowa

Glassdoor4.2

On our beautiful campus spanning the Iowa River, our faculty and staff enjoy access to an array of cultural, educational, and recreational activities.

Founded in 1986

Iowa City, Iowa, USA

10001+ employees