Admin Services Coordinator - Pediatrics
Stead Family Department of Pediatrics is seeking an Administrative Services Coordinator. Within the Stead Family Department of Pediatrics, this position provides operational and administrative support for project management, marketing and communications, meeting and event coordination, and recruitment functions.
Duties to include:
Operational and Project Support
Manage multiple recurring departmental educational programs, including scheduling, communications, logistics, attendance tracking, and execution. (Grand Rounds/Frontiers)
Coordinate Pediatric Quality Improvement (QI) Board initiatives and reporting activities, including board compliance and documentation requirement
Coordinate agendas and other meeting documentation; update project documentation based on meeting outcomes
May track and monitor progress toward completion of strategic goals and initiatives and other projects
May participate in leadership or project meetings to capture notes or updates
Respond to questions and inquiries related to status of projects and initiatives
May assist with educational activities (medical students, residents, fellows) as directed
Marketing and Communications
Under the general direction of the Senior Communications Specialist, write, revise, and distribute information across various platforms such as websites, email, letters, and intranet.
Make routine website edits to departmental website (pediatrics.medicine.uiowa.edu) to support reputation and recruitment efforts.
Support communication inside the department by updating access to the Teams space and distribution lists, and by developing and posting information to the intranet (The Loop).
Support communication of department initiatives in meeting planning.
Create and distribute bi-weekly departmental e-newsletter to support engagement goals. (Peds Express)
Draft and distribute memos and announcements on behalf of department leaders.
Recruitment Support
Assist with development of itineraries for faculty or staff recruitment visits
Coordinate and schedule interviews
Escort candidates around campus during in-person recruitment visits; may offer brief tours of work and common areas along with sharing information about the Iowa City community.
May assist Recruiter and/or Senior Communications Specialist with development of external advertisements
May attend and participate in recruitment meetings with department leadership
General Administration
Serve as primary backup and support to the Administrative Services Specialist within the Chair’s Office supporting department executive leadership
Coordinate and facilitate monthly meetings with 80 staff members in attendance. (All Admin)
May participate on recognition committee and assist with organizing and ordering for departmental events or activities.
Scheduling support specifically for Department Administrative Officer (DAO) and Assistant Directors of Clinical Services
Order and maintain office supplies for department usage
Obtain quarterly printer counts and submit into database
Complete special projects as assigned
Perform other duties as assigned
About the Stead Family Department of Pediatrics and UI Stead Family Children’s Hospital
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 treatment 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.
Percent of Time: 100%
Pay Grade: 2B (https://hr.uiowa.edu/pay/pay-plans/professional-and-scientific-pay-structure)
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
Required Qualifications
- Bachelor’s degree or an equivalent combination of education and experience
- One to three years of related administrative experience
- Demonstrated experience with project coordination
- Excellent written and verbal communication and interpersonal skills
- Demonstrated ability to successfully balance multiple priorities and tasks simultaneously
Must be proficient in computer software applications, including Power Point, Word, Excel and Outlook
Desired Qualifications
Experience with organizational communication
Basic understanding of branding
Experience with basic website editing
Prior experience managing calendars and scheduling meetings for leaders
Experience with Adobe Creative Suite
Application Process: In order to be considered, applicants must upload resume and cover letter (under submission relevant materials) that clearly address how they meet the listed required and desired qualifications of this position.
Job openings are posted for a minimum of 7 calendar days and may be removed from posting and filled at 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. This position is not eligible for University sponsorship for employment authorization.
For questions, contact bailey-tinkler@uiowa.edu
Equal opportunity employer
The University of Iowa is an equal opportunity 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, 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.
