Admin Services Coordinator - Pulmonary

BASIC FUNCTION

The University of Iowa Health Care is seeking an Administrative Services Coordinator to provide administrative services through the coordination and support of activities within the Divisions of Internal Medicine Division of Pulmonary, Critical Care and Occupational Medicine.  This position will contribute to the success of the division through the management of faculty and advanced practice provider activities and strategic planning.

KEY AREAS OF RESPONSIBILITY

Operational Support and Management:

• Support the daily administrative activities for the Division, including coordination of specialized and routine events and activities and appropriateness of expenditures.
• Provide administrative support to division faculty and Advanced Practice Providers, including, but not limited to managing and organizing schedule, assisting with travel arrangements, developing and distributing correspondences and prioritizing events/meetings.
• Provide event management oversite for the planning of the Midwest Cystic Fibrosis Consortium and Internal Medicine Research Day.
• Assist with the division’s clinical schedules, including division faculty, fellows, Department of Internal Medicine resident and CCOM student rotations. Communicate with VA clinical staff and coordination of schedules.
• Assist in the recruitment and onboarding of advanced practice providers which includes coordination/ preparation of agenda and travel arrangements.  Serve as point of contact to recruits and applicants.  Work with departmental faculty HR to ensure guidelines and rules are being followed.
• Manage pharmaceutical representatives request including correspondence, scheduling of drug displays, record keeping, directing payments.
• Perform other duties as assigned.

Human Resources (HR):

• Monitor faculty mandatory compliances, required attendance and provide basic guidance and advice.
• Assist Faculty and Advanced Practice Providers with submissions in ELMS.

Financial Responsibility:

• Prepare financial reimbursements, monitor accounts and reconcile university P-cards including honorariums and payment of faculty expenses.
• Initiate purchasing requests for supplies and equipment.
• Assist in the preparation of required periodic and/or special reports.

Strategic Planning:

• May assist in the coordination/preparation of strategic plans in support of the Division Director and Administrator. Establish timelines, remind contributors, proof and edit.

Information Management:

• Serve as contact for the Division and respond to requests as needed.

Communications Management:

• Prepare and administer correspondence. Serve as liaison to faculty, staff, students, alumni, patients, and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs. May serve as primary contact for building maintenance and facilities management.

SUPERVISION RECEIVED

Supervision is received from the Division Coordinator. 

SUPERVISION EXERCISED

Functional and administrative supervision may be exercised over support staff.