Admin Services Coordinator - IRL General Internal Medicine
University of Iowa

Job Info

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BASIC FUNCTION

The University of Iowa Hospitals & Clinics, department of Internal Medicine is seeking an Administrative Services Coordinator to contribute to the success of the daily operations of the Division of General Internal Medicine, including providing administrative support responsibilities for the Iowa River Landing (IRL) General Internal Medicine Clinic Director and ambulatory providers including managing schedules, correspondence, travel arrangements, and support.

KEY AREAS OF RESPONSIBILITY

Operational Support and Management:

• Support the daily operations of the Division of General Internal Medicine's Iowa River Landing Ambulatory Care Clinic, including planning, organizing, and monitoring daily activities. May require advanced knowledge and expertise in specific office, project, or program to provide administrative/ operational support and management.
• Support the daily decisions for faculty and the Advanced Practice Providers of the Clinic as well as the Clinic Directors, including managing and organizing schedules, developing and distributing correspondence, distributing and routing of patient-related materials, triaging phone calls, license renewals, completing purchases and reimbursements, and assisting with travel arrangements. Provide assistance to other division faculty and staff as needed.
• Build, maintain, and coordinate faculty, APP, and resident clinic schedules for the IRL General Internal Medicine Clinic. Collaborate with PAC representatives to accommodate changes in clinic schedules, helping to arrange coverage for provider absences, and ensuring timely community with PAC and residency program representatives regarding absences. Enter schedules and schedule updates into QGenda, Outlook calendars and The Point.
• Assist in the recruitment and onboarding of new faculty and staff members, including scheduling new faculty for appropriate training and orientation sessions.
• Assist in the preparation of required periodic and/or special reports.
• Assist with phone and fax coverage for the division when necessary.
• Initiate routine facilitates management and surplus requests.
• Perform other duties as assigned.

Human Resources (HR):

• Exercise basic knowledge of HR policies and procedures as they apply to the physician, or advanced practice provider.
• Monitor faculty mandatory compliances, required attendance, and provide basic guidance and advice.
• Provide basic guidance and direction.

Financial Responsibility:

• Initiate purchasing requests for conference food, office supplies and medical equipment as needed.
• Initiate and complete purchasing and travel requests, licensure renewals, and reimbursements for faculty and staff.
• Prepare financial reimbursements, monitor accounts, and reconcile university procurement cards.

Strategic Planning:

• May assist in the coordination/preparation of strategic plans in support of the Clinic Directors, Division Coordinator & Administrator.

Information Management:

• Serve as the primary contact for the IRL General Internal Medicine Clinic by providing information and responding to inquiries. Gather and provide information using available resources.
• Communicate with department, college, and university resources as well as outside agencies.

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.
• Work with Clinic Directors to prepare agendas and minutes for IRL Faculty Meetings and ensure timely distribution.

SUPERVISION RECEIVED

• Supervision is received from the Division Director, Division Administrator, and Division Coordinator.

SUPERVISION EXERCISED

• May provide functional and administrative supervision is exercised over support staff.

SUPERVISION EXERCISE

• May provide functional and administrative supervision is exercised over support staff.

Percent of Time: 100%

Salary: $38,789- Commensurate 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
• For more information about Why Iowa?, click here
• The University of Iowa offers a generous benefits package, including paid vacation and paid sick leave. Complete information regarding the full benefits package may be viewed at: https://hr.uiowa.edu/benefits/fpsm.

Education Required:

• A Bachelor's degree or an equivalent combination of education and experience is required.

Experience Requirements:

• Six months of administrative experience in a healthcare setting is required.
• Experience providing administrative support required.
• Excellent customer service, public contact and written/verbal communication skills are required.
• Proficient skills in computer software applications such as Microsoft Word, Excel, PowerPoint and Adobe Acrobat is required.
• Experience researching and preparing reports, conducting data entry, and document editing is required.
• Ability to work outside of normal office hours when needed.

Desirable Qualifications:

• Experience verifying funds, reconciling accounts, and processing reimbursements is desired.
• Prior experience building, overseeing, and managing clinical schedules, including faculty, APPs, residents, medical students, and learners is highly desirable.
• Prior experience and proficiency in QGenda, Epic, ELMS, and UI systems such as Pro-Trav, SmartWeb, and The Point is desired.
• Knowledge of University of Iowa Health Care policies and procedures is desirable.
• Experience within the past 5 years in an academic and/or office environment is desirable.

Application Process: 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 michaela-davis-1@uiowa.edu

Additional Information

• Classification Title: Admin Services Coordinator
• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: On Campus

Compensation

• Pay Level: 2B

Contact Information

• Organization: Healthcare
• Contact Name: Michaela Davis
• Contact Email: michaela-davis-1@uiowa.edu

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