Admin Services Coordinator - Pediatric Rheumatology, Allergy, and Immunology

The UI Stead Family Department of Pediatrics is seeking an Administrative Services Coordinator at 100% effort. Under general supervision, performs administrative work such as composing correspondence, compiling specialized reports, coordinating activities, and obtaining and providing information requiring interpretation of the policies and procedures of both the assigned and related work areas. Provides administrative support for the Division of Allergy, Immunology, and Rheumatology. May provide functional supervision.

Duties to include:

Operation Support and Management

·         Support the daily operations of Pediatric Rheumatology, Allergy, and Immunology, including coordination of specialized events and activities, monitoring appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures.

·         Monitors and optimizes the division scheduling process to improve patient access

·         Ability to take on scheduling projects within other divisions. 

·         Assists division on ensuring patient education stays current and branded appropriately, also monitors stock within clinic.

·         Coordinate and schedule meetings, such as division meetings and other recurring meetings. Prepare and disseminate meeting agendas and meeting minutes.

·         Enter and update inpatient call coverage in Epic Teamwork, or other appropriate systems.

·         May request to obtain patient records, as requested; may upload records into Epic.

·         Other duties as assigned.

Human Resources

·         May provide functional and/or administrative supervision for students and temporary staff. 

·         Ensures all Carver College of Medicine students are provided a full range of clinical experience within rotation of divisions.

·         Documents and tracks job shadow requests and completion

·         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 provider and staff onboarding; order business cards, lab coats, and pagers according to departmental standards; schedule required training.

·         Maintain faculty CVs and biosketch information and update, as needed.

·         May assist with payroll processing; edit and/or update information in the Enterprise Labor Management System (ELMS)

·         May support faculty recruitment, including scheduling meetings, coordinating presentation/talk, preparing itinerary, etc.

Financial Responsibility

·         Monitor and initiate purchasing requests for supplies and equipment.

·         Monitor accounts and expenditures; reconcile financial statements.

·         Ability to adhere to established protocols for supply ordering.

·         May process payments on purchasing card (P-card) for certain items such as memberships, subscriptions, medical license and/or certifications, as approved.

·         May reconcile purchases on a purchasing card (P-card).

Strategic Planning

·         Assist in the coordination of strategic plans in support of the Dean, Director, DEO or VP.

·         Proofread and edit related documentation.

·         Assists with Fellowship application process.

·         Data entry for grants and research

·         Make decisions and exercise a moderate level of autonomy while performing administrative support/management responsibilities including managing complex schedules, correspondence, and travel arrangements.

·         Submit travel requests in ProTrav; coordinate business travel and conference arrangements including booking hotel, airfare, etc.

·         Prepares, reviews, and analyzes documents such as reports, applications, records, etc. applicable to a specialized subject area requiring independent informational search.

Information Technology

·         Typically, is the primary contact for the project, program, unit, department, or college/division by providing information and responding to inquiries.

·         Serve as primary contact for Faculty Outlook calendars; respond to requests for meetings. .

·         Updates division contact lists as needed.

·         Updates workflow sheets as needed.

·         Provides telephone coverage for multiple staff physicians, nurses, physician assistants and/or nurse practitioners and route call and take messages appropriately, may complete Epic documentation for patient phone calls, as necessary.

·         Provide administrative support for faculty members and assist with activities such as faxing, emails/ letters, creating Power Point presentations, or other correspondence.

·         Receive and distribute incoming mail; collect and deliver outgoing mail.

·         Provide limited technical support, including troubleshooting for printers, virtual meetings, Microsoft office and other applications.

·         Assist faculty with submission of manuscripts.

·         May monitor division website and submit changes/updates when needed. 

Communications Management

·         Prepare and administer correspondence. Serve as liaison to faculty, staff, students, alumni and public concerning inquiries or complaints requiring interpretation of policies, procedures, and programs.

·         May serve as primary contact for building maintenance and facilities management.

·         Coordinates events for the division

·         Maintain effective working relationships with faculty, staff and patients.

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 Rheumatology, Allergy, and Immunology:

University of Iowa Stead Family Children’s Hospital is home to Iowa’s only pediatric rheumatologists—doctors with the training, expertise, and experience to treat children and young adults with rheumatic diseases.

Rheumatic diseases refer to a wide range of disorders that, in general, affect the joints, muscles, spine, and skin. These diseases may present with pain, swelling, morning stiffness, fever, or rash.  Pediatric rheumatic diseases result from uncontrolled inflammation during which the body’s immune system attacks or hurts its own healthy cells and tissues.