Secretary III - Pediatrics - Neurology
Within the UI Stead Family Department of Pediatrics, provide administrative support for the Division of Neurology. Under general supervision, performs secretarial work such as scheduling, 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. Duties involve the use of personal computers, computer terminals, and a variety of software and/or conventional office equipment. May provide functional supervision.
Duties to include:
- 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.
- Serve as administrative contact and liaison for Division for college, university resources, and outside agencies.
- Prepare or draft general correspondence and perform photocopying, scanning, filing, and faxing.
- Composes non-routine correspondence requiring judgment in the application of policies and procedures in both the assigned and related work areas.
- Triage and disseminate inbound faxes.
- Triage patient referrals for the Pediatric Neurology Division.
- May schedule or change patient appointments at providers’ request.
- Coordinate and schedule meetings, such as division meetings and other recurring meetings. Prepare and disseminate meeting agendas and meeting minutes.
- Serve as primary contact for Faculty Outlook calendars; respond to requests for meetings.
- Support continuing Medical Education and general Education activities, such as conference registration, lectures, teachings, etc.
- Provide administrative support for faculty members and assist with activities such as typing letters and creating Power Point presentations.
- Monitor availability of office supplies within division(s); submit requests for purchases to central Administration and/or University Shared Services.
- Submit travel requests in ProTrav; coordinate business travel and conference arrangements, including booking hotel, airfare, etc.
- Assist with provider and staff onboarding; order business cards, lab coats, and pagers according to Departmental standards; schedule required training.
- Assist in monitoring accounts/expenditures - Monitor professional development fund balances for Faculty; respond to questions or inquiries from Faculty; submit requests for reimbursement to University Shared Services.
- Provide limited technical support, including troubleshooting for printers, virtual meetings, Microsoft Office, and other applications.
- Maintain faculty CVs and biosketch information and update, as needed.
- Assist Faculty with submission of manuscripts.
- Assist in the organization of special events for the division (e.g., room scheduling, announcements, etc.).
- May assist with inpatient and outpatient provider schedules by creating, reviewing, and maintaining day to day updates.
- Enter and update inpatient call coverage in Smart Web and Qgenda systems.
- Prepares, reviews, and analyzes documents such as reports, applications, records, etc., applicable to a specialized subject area requiring independent informational search.
- Other duties as assigned.
For a full job description, please email pedsuichildrenshr@healthcare.uiowa.edu.
Key Knowledge, Skills, and Abilities
- Knowledge of office routines and functions sufficient to refer visitors and telephone calls and to route correspondence by name and functional area.
- Knowledge of institutional and unit policies, processes, and forms.
- Knowledge of grammar, spelling, punctuation, capitalization, format, and clerical procedures.
- Skill in utilizing computer software and online systems.
- Skill in operating office equipment.
- Ability to communicate effectively with staff, students, and the public.
- Ability to make decisions requiring interpretation and judgement.
- Ability to follow oral and written instructions and apply institutional and policies accurately.
- Ability to gather, analyze and display data in appropriate format and keep accurate records.
- Ability to organize the clerical workflow of the office and provide functional supervision to employees.
- Ability to organize and prioritize multiple tasks.
Minimum Eligibility Requirements
· Any combination of related clerical office experience, related undergraduate education and/or post high school clerical training that is the equivalent to four years of full-time employment and includes the use of word processing.
Desired Qualifications
· Excellent written and verbal communication and interpersonal skills.
· Demonstrated experience providing administrative support to multiple leaders or providers.
· Demonstrated customer service experience in a fast-paced environment.
· Demonstrated proficiency with Electronic Health Records systems such as Epic.
· Demonstrated proficiency with Microsoft Office applications (i.e., Word, Excel, Outlook, and PowerPoint).
· Demonstrated proficiency with virtual meeting platforms (i.e., Zoom, Microsoft Teams).
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 10 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.
