Admin Services Coordinator - Pediatrics
Within the UI Stead Family Department of Pediatrics, the Administrative Services Coordinator will provide general administrative support activities for the Division of Neurology. Responsible for scheduling, coordinating, performing, and monitoring various administrative activities for a growing division, supporting assigned faculty (e.g., travel arrangements, meetings, etc.), triaging patient calls in a professional manner, and contributing as an active team member.
Duties to include:
Position Responsibilities
- Make decisions and exercise a high level of autonomy while supporting the daily operations of the Neurology administrative offices.
- Perform administrative support responsibilities, including maintenance of calendars, clinic schedules, and various trackers.
- Create, update, and maintain documents for the daily operations of the office.
- Monitor the status of projects. Run various reports and take appropriate follow-up actions.
- Anticipate routine workload adjusting project and time management to meet required timeframes.
- May act as time record editor or supervisor for the division.
- May assist with faculty recruitment activities.
- May assist with staff recruitment paperwork.
- May initiate purchasing requests for supplies and equipment; complete work-orders.
- Assist in the management and coordination of patient schedules, research, and outreach clinics.
- Collaborate with the patient access center on patient scheduling and triaging patient referrals.
- May handle patient related documents such as external results and faxes.
- Communicate with other institutions to obtain medical records.
- Management Procurement Card for division and other staff.
- Coordinate travel arrangements and conference registrations for Division Director and other faculty/staff including submitting travel requests, and reconciling travel expenses.
- Monitor division or grant accounts as instructed.
- Consistently contribute to quality improvement initiatives.
- Schedule meetings, initiate phone call discussions and support communication with email updates.
- Other duties as assigned by supervisor.
* For a complete job description, please email pedsuichildrenshr@healthcare.uiowa.edu.
Education Requirements
- Bachelor’s degree in business administration, natural/health science field, or similar disciplines, or an equivalent combination of education and experience.
Experience Requirements
- Demonstrated excellent written, verbal and interpersonal communication skills.
- 6 months - 1 year demonstrated complex project/program management experience including time management, decision making and self-direction.
- 6 months - 1 year related administrative office and program experience
- 6 months - 1 year demonstrated proficiency with Microsoft Office and the internet.
- Demonstrated attention to detail and accuracy, handling multiple tasks, successfully establishing priorities, and managing frequent changes.
- Demonstrated proficiency in computer software applications, including Microsoft Office.
Desired Qualifications
- 1- 3 years high volume customer service experience
- 6 months- 1 year accounting experience
- 6 months- 1 year grant management experience
- Some knowledge of University policies, procedures, and regulations.
Position and Application details:
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 pedsuichildrenshr@healthcare.uiowa.edu
This position is not eligible for University sponsorship for employment authorization.
Equal opportunity/affirmative action employer
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, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, gender identity, or associational preferences.
Persons with disabilities who need assistance or accommodations with the application or interview process may contact University Human Resources/Faculty and Staff Disability Services, (319) 335-2660 or fsds@uiowa.edu. For jobs in UI Health care, please contact UI Health care Leave & Disability Administration at 319-356-7543.
