Admin Services Coordinator - General Pediatrics

Support the functions and daily operations of the Division Directors and Division Coordinator in the divisions of General Pediatrics and Adolescent Medicine and Pediatric Hospital Medicine. Contribute to the success of the divisions by providing administrative services through coordination and support of planning, directing, and evaluating operations.

Responsibilities

• Coordinate divisional activities and events.
• Gather and provide information as requested for the department and college.
• Support the daily operations of an office, project, or program including coordination of specialized events and activities, reviewing appropriateness of expenditures, and adhering to changes in policies and procedures.
• Coordinate and/or administer the operational and/or financial activities associated with the divisions.
• Monitor status of projects.
• Support the division directors and division coordinator in planning, developing, coordinating, and implementing short and long-range goals as outlined in the strategic plan for the divisions.
• Provide requested administrative assistance for the General Pediatrics Residency Program, including recruitment and accreditation requirements, data tracking, and submission to the Residency Coordinator(s) with specific attention to deadlines.
• Assist with coordination and tracking of educational activities for the pediatrics residency program.
• Assist with faculty and resident recruitment including coordinating visits, arranging travel, and planning itineraries.
• Use Epic and Epic reporting functions to support the data needs of clinical operations and optimization.
• Assist with the tracking and collection of relevant information for divisional or individual productivity metrics.
• Assist with assuring divisional compliance with policies, procedures, and UI Health Care patient care requirements.
• Coordinate program meetings and conferences under the direction of the program directors, including gathering data, preparing agendas, taking minutes, and ensuring details are accurate.
• Plan and arrange for appropriate facilities and services in conjunction with divisional activities and events.
• Coordinate job shadowing opportunities for the division.
• Prepare faculty call schedule with the direction of the program directors and medical directors.
• Coordinate and maintain scheduling for Grand Rounds.
• Create and maintain inpatient and outpatient division schedules on SharePoint (e.g., faculty schedule, medical student schedule, lecture schedules, clinical calendars).
• Assist the division directors, division coordinator, and medical directors with specific program-related initiatives (telemedicine, resident continuity care, collaboration with community multi-disciplinary teams, etc.).
• Support division operational and programmatic functions at the direction of the division coordinator.
• Exercise knowledge of HR policies and procedures; may provide basic guidance and advice to division director and others in the division.
• May provide functional supervision of divisional administrative support staff, including direction, assignments, feedback, coaching, and counseling to assure outcomes are achieved.
• Observe individual performance, provide fair and objective feedback, and identify opportunities to enhance performance if needed.
• Responsible for the bi-weekly ELMS editing of divisional timecards.
• Maintain effective working relationships with faculty, staff, students, and the public.
• Analyze program data, develop reports, and oversee activities.
• Monitor specific divisional accounts/expenditures; reconcile statements.
• Advise management on budgetary needs or discrepancies.
• Maintain knowledge, understanding, and management of the divisional expenses to meet divisional fiscal year expense budgets.
• Analyze, monitor, and report financial data, information, and reports.
• Monitor, track, and reconcile divisional expenditures related to faculty academic expenses.
• May reconcile divisions’ P-card.
• Understand business need/justification for the use of any UI funds and apply sound judgement.
• Assist with planning and ordering capital equipment requests.
• Assist in the coordination/preparation of strategic plans for the divisions.
• Monitor strategic plans and make recommendations for change if the plan is not being met or if the strategic direction has changed.
• Establish timelines, remind contributors of their assigned efforts, and proof and edit the divisions’ strategic plan.
• Responsible for community benefit reporting and data collection.
• Assist in the preparation of periodic and special reports of each division’s activities.
• Assist the division directors, division coordinator, and medical directors with patient access opportunities within the General Pediatric outpatient clinic sites.
• Collect, analyze, maintain, and provide information on various divisional activities related to scheduling, educational programs, and faculty promotions.
• Research information as needed to facilitate the communication process.
• Troubleshoot computer and device issues in cooperation with HCIS.
• Gather and provide information using available resources.
• Monitor the information on organizational websites pertaining to the divisions; provide updates and current information as needed.
• Coordinate internal and external communications in conjunction with divisional or administrative leadership.
• May serve as liaison to faculty, staff, and students within the divisions to communicate the interpretation of departmental and UI policies, procedures, and programs.
• Serve as primary contact for division maintenance and facilities management.

Requirements

• A Bachelor’s degree or an equivalent combination of education and experience is required.
• Excellent written and verbal communication and interpersonal skills are required.
• Must be proficient in computer software applications (MS Word, Excel, PowerPoint, Outlook).
• 1-3 years of related administrative support experience is required.

Qualifications

• 1-3 years of experience working in a clinical healthcare setting.
• Experience in coordinating and developing faculty and resident schedules in a clinical setting is highly desirable.
• Demonstrated knowledge and understanding of academic medicine is highly desirable.
• Experience in providing high-level administrative support to physician leadership is highly desirable.
• Previous experience providing administrative support to multiple faculty is desirable.

Schedule

Full-time