Administrative Services Coordinator - Pediatric Endocrine

Under general supervision, performs administrative work such as composing correspondence, compiling specialized reports, coordinating activities, and obtaining and providing factual information requiring interpretation of policies and procedures. Duties involve the use of personal computers, computer terminals, and a variety of software and/or conventional office equipment. May provide administrative supervision of students and medical trainees.

Responsibilities

• Provide administrative support for the Division of Endocrinology, including the Division Director, Vice Chair of Faculty Development, and other assigned faculty.
• Serve as Pediatric Endocrinology Fellowship Program Coordinator.
• Organize email distribution lists of clinical faculty for Vice Chair of Faculty Development; distribute messages as directed.
• Manage meeting calendars of Division Director, Clinical Director, Vice Chair for Faculty Development, and other assigned division faculty.
• Document appointments, including contact persons, telephone numbers, room assignments, clinic schedules, and grant deadlines to assist faculty in time management.
• Direct calls for Vice Chair of Faculty Development to appropriate administrative personnel; disseminate and record information accurately, summarize issues, and determine caller availability for response.
• Initiate appropriate action by paging or messaging faculty for urgent needs, seeking guidance as needed, and retrieving medical information for patient complaints.
• Transcribe faculty career reviews and administrative letters for Division Director and Vice Chair of Faculty Development, as well as other division faculty as needed.
• Gather and collect data from Departmental and University resources on behalf of the Division Director and Vice Chair of Faculty Development; organize data for digital presentation.
• Edit text for grammar, punctuation, and spelling; format text in compliance with requirements.
• Oversee on-call schedule for division physicians; enter schedule into Epic Teamwork and Smart Web and distribute information to appropriate staff.
• Enter absences into ELMS for assigned faculty; review timecards at the end of each pay period to confirm all absences have been appropriately entered.
• Assist with the maintenance of On Call/Clinic Change forms to ensure requests for clinic cancellations, re-openings, reductions, and additions are communicated with centralized scheduling.
• Solicit division members for agenda topics for monthly division meetings; create and distribute agendas, take and transcribe meeting minutes, and distribute to division members and special attendees.
• Maintain individual files for each division member, including licenses, insurance, certifications (DEA, Child Abuse training), Curriculum Vitae, CPR, and evaluations.
• Assist faculty with renewals of various licenses and memberships.
• Organize and manage Grand Rounds and Frontiers of Research presentations assigned to the division.
• Schedule travel arrangements and appointments for assigned faculty/staff and visiting faculty, including lecturers and recruits.
• Design flyers, announcements, and presentations for academic events and lectures using PowerPoint.
• Assist with the maintenance of individual Curriculum Vitae for assigned faculty using the Academic and Professional Record (APR).
• Assist with the onboarding and orientation of new faculty, including submitting HR requests, computer and software requests, and organizing orientation schedules.
• Open and process all incoming mail for faculty and division.
• Oversee the purchase, service, and inventory of all divisional equipment, including lab equipment.
• Maintain data on various websites (Med Hub, ACGME, Frieda, GME track, NMPR, etc.).
• Distribute 360 non-physician and patient evaluations.
• Arrange, gather data, create slides, and organize various fellowship meetings including CCC, SOC, and APE.
• Handle fellowship recruitment: gather applications from ERAS, invite/organize interviews, etc.
• Coordinate fellowship onboarding and orientation: enter data into Med Hub and ACGME, coordinate orientation lectures, etc.
• Run various fellowship reports via Med Hub, ACGME, and ERAS for Program Director – monthly and yearly reports.
• Write drafts in accordance with ACGME for all new or revised policies; review ACGME rules yearly to ensure compliance.
• Assist Program Director with data collection, organization, or program information forms as requested.
• Assist faculty with grant preparation as needed.
• Oversee purchases made with division procurement card; oversee monthly reconciliation and initiate purchases.
• Assist with travel arrangements (hotel, airfare, tickets) and prepare travel reimbursement forms for assigned faculty/staff.
• Triage and route inbound faxes; provide telephone coverage for multiple staff physicians, fellows, nurses, and staff; direct messages appropriately.
• Complete documentation in EPIC for all patient-related calls.
• Obtain, prioritize, and communicate information regarding Newborn Screening patients.
• Research and compile information for special reports (accreditation and educational material, e.g., Diabetes Manual).
• Update patient education materials as directed by division nursing staff; initiate printing requests, manage supply, and reorder as needed.
• Assist division in computer operations and software use.
• Complete special projects as assigned.

Requirements

• A bachelor's degree or equivalent combination of education and experience is required.
• 1-3 years of related administrative support experience is required.
• Excellent written and verbal communication and interpersonal skills.
• Proficiency in computer software applications (MS Word, Excel, PowerPoint, and Outlook).

Preferred Qualifications

• Experience providing high-level administrative support to physician leadership.
• Experience providing support to trainees in a residency or fellowship program.
• Experience coordinating and developing faculty schedules in a clinical setting.
• Demonstrated knowledge and understanding of academic medicine.
• Previous experience with EPIC and APR.
• Knowledge of fellowship requirements and programs including ERAS, ACGME, Med Hub, etc.
• Previous experience working in healthcare administration.
• Previous experience managing calendars and coordinating schedules.

About the Department of Pediatrics

The Stead Family Department of Pediatrics is a national leader in pediatric medicine. The Department's mission is to provide outstanding care to the children of Iowa and beyond by being a leader in state-of-the-art clinical care, performing cutting-edge research to find new treatments and cures for childhood illnesses, and educating the next generation of pediatric healthcare providers. The Department comprises the medical and research staff of UI Stead Family Children’s Hospital, one of the nation’s top-ranked pediatric care and research institutions and Iowa’s only comprehensive children’s hospital.

About the Division of Endocrinology & Diabetes

The nationally recognized Division of Endocrinology & Diabetes has a tripartite mission: (i) providing expert care to children and adolescents with endocrine disorders, (ii) delivering award-winning endocrinology-related medical education, and (iii) conducting clinical and basic research to help address knowledge gaps in the field. The endocrine team is known for compassionate care coupled with expert diagnostic workup, treatment, and patient education. The team includes one dozen faculty physicians and subspecialty-trained pediatric nurse practitioners, collaborating with certified diabetes educators, endocrine nurses, dietitians, psychologists, and social workers to provide personalized care. The faculty consistently earns outstanding patient satisfaction scores and is recognized regionally, nationally, and internationally. All faculty are board-certified or board-eligible in pediatric endocrinology.

Schedule

Full-time, primarily onsite with eligibility for remote work 1-2 days/week after initial onboarding. Remote work must be performed within the state of Iowa.