Administrative Services Coordinator
University of Iowa Health Care, department of Internal Medicine is seeking an Administrative Services Coordinator for the Division of Nephrology & Hypertension to provide administrative executive services through the coordination and support of activities for the Division of Nephrology and Hypertension and the Division Director, Department of Internal Medicine. Contribute to the success of the fellowship training program in the Division of Nephrology through the coordination and support of all aspects of the operations of the fellowship training program. Contribute to the success of the division through the management of faculty activities and strategic planning.
Key Areas Of Responsibility
Fellowship / Education Management :
- Assist the fellowship program director in the management of program needs, including, but not limited to curriculum development, scheduling, educational programs, creation / implementation of policies, recruitment activities, and maintenance of accreditation.
- Provide support to program director and fellows as needed.
- Coordinate all aspects and logistics for the fellowship interviews, subsequent hire, licensure, credentialing, compliances, and orientation.
- Monitor fellow compliances, schedules, and attendance.
- Electronically distribute monthly evaluations.
- Coordinate fellows' orientation.
- Coordinate fellow's farewell event.
- Coordinate fellows' welcome event.
- Create / Maintain M3 lecture facilitator schedules.
Operational Support and Management :
Support the daily administrative activities for the Division of Nephrology and Hypertension, including coordination of specialized and routine events and activities and appropriateness of expenditures.Responsibility and oversight for the administrative duties related to the fellows' clinical schedule, Department of Medicine resident rotations in Nephrology and Carver College of Medicine student rotations scheduled in the Division.Provide administrative support to faculty, including, but not limited to managing and organizing schedule, assisting with travel arrangements, developing and distributing correspondences, assisting with grant applications and prioritizing events / meetings.Assist in organizing lectures such as the JB Stokes Kidney Day and Fitz Memorial.Monitor required faculty compliances and required attendance and provide basic guidance and advice.Assist in the recruitment of new divisional faculty, 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 HR and University guidelines and rules are being followed.Assist in the onboarding of new faculty members, including scheduling new faculty for appropriate training and orientation sessions. Work with Division Administrator to identify office space and assignment of secretarial support staff.Initiate purchasing requests for the division.Prepare financial reimbursements, monitor accounts, and reconcile university P-cards including honorariums and payment of recruitment expenses.Track spending accounts.Other duties as assigned.Human Resources (HR) :
Monitor mandatory compliances, required attendance, and provide basic guidance and advice.Financial Responsibility :
Initiate purchasing requests for supplies and equipment, order and coordinate food needed for conferences.Prepare financial reimbursements, monitor accounts, and reconcile university P-cards.Strategic Planning :
Assist with the development of social media strategies.Information Management :
Serve as primary contact for the Nephrology and Hypertension Division and respond to requests as needed.Serve as EPIC liaison for the division and UI Health Care.Communications Management :
Serve as liaison to faculty, staff, students, alumni, and the public.Qualifications
Required Qualifications :
A Bachelor's degree in Business Administration or an equivalent combination of education and experience is required.6 months of related experience.Excellent customer service, public contact, demonstrated professionalism, and written / verbal communication skills.Proficiency in Microsoft Office computer software application including Word, PowerPoint and Excel.Experience planning, implementing and / or overseeing events / programs.Desired Qualifications :
6 months experience providing administrative support in an academic environment.Experience with 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.Experience with recruitment.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 :
ResumeCover LetterJob 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.
