Admin Services Specialist - Hospital Medicine

Support the daily operations of the Division of Hospital Medicine by providing administrative services for the Division Director, Division Administrator, and assigned faculty. Coordinate specialized projects, activities, and events, ensure appropriateness of expenditures, and manage contract or grant requirements.

Responsibilities

• Provide administrative support to the Division Director, Division Administrator, and assigned faculty, including managing schedules, correspondence, travel arrangements, Quality Improvement initiatives, and grant submission and support.
• Manage the Division Director’s schedule, prioritize appointments, and determine meeting and conference needs with a high level of autonomy.
• Provide administrative support to assigned faculty, including managing schedules, membership and journal renewals, enrichment purchases, travel plans and reimbursements, license renewals, and other administrative needs.
• Coordinate and oversee all administrative operations of division mentoring committees and annual reviews, ensuring compliance with HR and CCOM policies.
• Serve as liaison between the institution and individual employees, managing communication with division members.
• Plan, organize, coordinate, and monitor Division projects and programs.
• Ensure all providers maintain compliance with applicable licensure requirements, external board policies, and individual clinical privilege requirements.
• Oversee weekly delinquent billing and documentation reports, communicate delinquencies to providers, and resolve inaccuracies with departmental and institutional contacts.
• Facilitate and oversee credentialing’s peer-evaluation process and the Division’s IPPE/OPPE reviews.
• Create and maintain all faculty CV and ORCiD records.
• Assist in planning divisional meetings, including coordinating presentation materials, presenters, room reservations, faculty reminders, food and drink, and minutes.
• Oversee the Division’s small group teaching requirements and assist faculty in the registration process.
• Serve as divisional contact for administrative staff within the Division of Hospital Medicine.
• Oversee and manage the development of the Hospitalist scheduling, including making appropriate Department and Hospital event entries, loading initial schedules into Epic, and completing schedule changes in MS Excel, QGenda, ELMS, and Smart Web On-Call.
• Perform administrative support for Hospitalist Program Retreat and QI Symposium.
• Provide guidance and assistance to faculty in preparation of reappointment and promotion dossiers.
• Initiate HR transactions at the request of others and provide direct supervision to direct reports.
• Oversee divisional administrative staffing to ensure daily volumes are met and anticipate absences to ensure all job functions are covered.
• Oversee divisional plans/policies related to support staff leave, review and approve time off requests, and manage ELMS timecards for direct reports.
• Enter all benefit requests for assigned faculty and provide ad hoc assistance to others as needed.
• Track shift counts and compare to benefit time utilized.
• Receive and respond to general inquiries related to HR policies and procedures, advising employees as applicable.
• Meet with all new faculty and APPs during orientation to present Division Overview and review HR, Divisional, and Departmental policies.
• Create and oversee the orientation process for all new faculty and staff.
• Assist all faculty, APPs, merit, and P&S staff in completing their off-boarding requirements.
• Serve as trusted requestor for the Division, submitting and approving all HCIS requests using independent judgment.
• Serve as divisional expert in Epic Teamworks, responding to requests and inquiries from divisional faculty, APPs, and staff members.
• Ensure Epic Teamworks schedules adhere to departmental and university requirements.
• Maintain faculty information in divisional and departmental databases.
• Train all new staff on policies and workflow and provide ad-hoc training to current faculty and staff when needed.
• Organize and oversee monthly support staff meetings.
• Serve as Division recruitment coordinator, initiate and complete faculty pre-interview reports, and manage the search/selection summary for all recruitments.
• Serve as primary contact for potential recruits and new hires, plan visits, and oversee credentialing, privileging, and onboarding processes.
• Manage and monitor faculty commitment, CME, and public service spending accounts.
• Oversee and manage purchases, approve all requisitions and workflow orders, and verify expenses to ensure funds are tracked and sourced correctly.
• Reconcile accounts monthly and report status to the Division Director and Administrator.
• Review and approve faculty and staff Procurement Cards each month, redistributing funds when appropriate to maximize resources.
• Receive requests for additional professional development funding, review requests with division and program directors, and work with administrative staff to fund approved requests.
• Perform moonlighting verification and payout and monitor incentive programs.
• Receive services and payments for locum coverage in the AP/PO database.
• Provide primary administrative assistance to the Division Director, Division Administrator, and assigned faculty, maintaining calendars and schedules with independent judgment.
• Draft and distribute correspondences to faculty on behalf of the Division Director.
• Plan and oversee all aspects of the Division’s monthly faculty meeting and leadership meeting, including preparation of materials, scheduling of speakers, technical issues, and meals.
• Gather and analyze data to create detailed reports in response to requests for information from DEO, CSO, the Dean’s Office, Division Director, Hospitalist Program Director, and Division Administrator.
• Obtain, prepare, assemble, and maintain monthly and quarterly data as part of the Division dashboard, including reports on Patient Satisfaction, Length of Stay, and Utilization.
• Respond to inquiries from Identity Management and oversee electronic devices within the division, coordinating an annual audit of all division computer equipment.
• Coordinate plans related to space, equipment, and office management and maintenance for the Division of Hospital Medicine.
• Aid faculty in grant submissions, gathering and uploading materials into the grant database, creating and submitting UIRIS routing forms, obtaining appropriate signatures, and ensuring faculty and staff have required documentation and training.
• Facilitate communication with grants administrators to ensure prompt updates to faculty dossiers.
• Develop and update program-specific content, including policy and procedures, on-boarding, and recruitment materials.
• Serve as the primary point of contact for all questions regarding the Division.
• Provide pertinent information about upcoming deadlines, events, internal announcements, and changes to Hospital/institutional policies and workflow.
• Develop and coordinate internal communications to staff and faculty.
• Work with the Departmental Communications Team to maintain Divisional and CCOM webpages.
• Serve as administrative liaison to the VA.
• Coordinate and plan all visiting professor visits, serving as the primary point of contact and assisting with travel arrangements and reservations.
• Reflect and communicate changes to the Hospitalist schedule appropriately and timely, obtaining, preparing, assembling, and distributing all program-related materials.

Requirements

• A Bachelor's degree or an equivalent combination of education and experience is required.
• 1-3 years of experience working in an academic environment is required.
• 1-3 years of experience working in a healthcare environment is required.
• Excellent written and verbal communication skills are required.
• Demonstrated experience in managing clinical and provider scheduling, including shift assignments, call schedules, and coordination across multiple service lines or departments is required.
• Experience with faculty recruitment is required.
• Experience using Microsoft Office including Word, Excel, and PowerPoint is required.
• Experience researching and preparing reports, conducting data entry, and document editing is required.
• Knowledge of Epic and University of Iowa policies and procedures is desirable.
• Experience with QGenda is highly desirable.
• Experience coordinating activities and events is highly desirable.
• Experience verifying funds or processing reimbursement is desirable.

Pay

Pay Level: 3B

Schedule

Full-time