Admin Services Coordinator - Gastroenterology/Hepatology

BASIC FUNCTION:

The Department of Internal Medicine is seeking an Administrative Services Coordinator to provide administrative services through the coordination and support of activities for the Division of Gastroenterology and Hepatology. This position will contribute to the success of the division through management of faculty activities and daily operations.

KEY AREAS OF RESPONSIBILITY:

Operational Support and Management:

• Support the daily operations of the Division of Gastroenterology and Hepatology including coordination of specialized and routine events and activities

• Provide administrative support to assigned faculty members, including, but not limited to managing and organizing schedules, assisting with travel arrangements, developing, and distributing correspondences, assisting with grant applications (as needed) and prioritizing events/meetings.

• Monitor required faculty compliances and required attendance and provide basic guidance and advice.

• Assist in the onboarding of new faculty members, including scheduling new faculty for appropriate training and orientation sessions.  Work with Division Specialist & Administrator to identify office space and any other needs during onboarding.

• Assist in the preparation of required periodic and/or special reports.

• Assist with phone and fax coverage for the division when necessary.

• Assist with travel arrangements and meetings/ conferences for faculty and staff.

• Support the daily operations of the department faculty and staff.

• 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 faculty.

• Prepare financial reimbursements, monitor accounts, and reconcile university P-cards.

Strategic Planning:

• Assist the fellowship coordinator with development of social media strategies

Information Management:

• Communicate with department, college, and university resources as well as outside agencies.

Communications Management:

• Assist Administrative Service Specialist with Qgenda, Smartweb, AskIM, and Epic programs requests to faculty.

• Serve as liaison to faculty, staff, students, alumni, and the public.

Required Qualifications:

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

• Demonstrated work experience of administrative office support (6 months- 1 year)

• Proficiency in computer software applications including Microsoft Word, Outlook, PowerPoint, and Excel

• Ability to work outside of normal office hours when needed

• Excellent customer service, public contact, demonstrated professionalism, and written/verbal communication skills

   

Desired Qualifications:

• Experience with EPIC and Qgenda

• Experience with cash handling, procurement, or travel coordination

• A working proficiency and success in organization and planning tasks, processing detailed information with a high level of accuracy and meeting deadlines

• Knowledge of University policies, procedures, regulations, and guidelines as well as familiarity with UI Health Care

• Application of the communication techniques and relationship building skills that develop the ability to work with a variety of individuals and groups in a constructive and collaborative manner is desirable.

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 7 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 ashley-rayer@uiowa.edu.