Admin Services Coordinator

2 weeks ago

Iowa City, United States The University Of Iowa Full time

University of Iowa Health Care Department of Internal Medicine, Division of Division of Hematology, Oncology, and Blood & Marrow Transplantation is seeking an Administrative Services Coordinator to contribute to the success of the daily operations of the Division of General Internal Medicine by providing administrative services through the coordination and support of operations and/or lead the organization by planning, directing, and evaluating operations.

Duties to include:

Operational Support and Management:

•Make decisions and exercise a high level of autonomy while performing administrative support responsibilities for the Division of Division of Hematology, Oncology, and Blood & Marrow Transplantation, including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements. Coordinate research activities.

•Initiate purchasing requests for supplies and equipment as needed. Serve as primary point of contact for office purchases related to furniture, computers, and equipment, serving as liaison between Department and outside vendors. Obtain appropriate approvals, document and track expenditures. Monitor program accounts and expenditures and reconcile divisional procurement cards each month.

•Coordinate program meetings and conferences which will include the gathering of data, preparing of agenda and assuring details are accurate. Plan and arrange for appropriate facilities and services in conjunction with program activities and events.

•Provide administrative support to faculty, APPs, and the Department of Internal Medicine's Health Services Research team, including, but not limited to membership and journal renewals, enrichment purchases, travel plans and reimbursements, license renewals, meeting planning and additional administrative functions as needed.

•Maintain Division's licensure requirements. Notify faculty and APPs of expiring licensure, ensure timely renewal, and distribute renewed licensure to necessary parties.

•Submit benefit time and clinical changes into QGenda and Elms for assigned division faculty members and APP staff.

•Update and maintain accurate clinical schedules in QGenda & Smart Web. Ensure compliance with department and enterprise policies.

•Communicate compliance requirements to division faculty members and APP staff and serve as a division contact.

•Assist research faculty in grant submissions and forms. Gather and upload materials into grant database, submit

•Provide administrative support to faculty preparing and submitting manuscripts.

•Monitor delinquent patient charts for General Medicine and Hospital-Based providers on a weekly basis, notify providers and working with appropriate personnel to rectify errors

•Assist with General Medicine and VA Quality Scholars Fellowship Program.

Human Resources (HR):

  • Initiate HR transactions at the request of assigned faculty.
  • May exercise knowledge of HR policies and procedures and provide basic guidance and advice.
  • May provide functional and/or administrative supervision for students/temporary staff.
  • Submit new employee account creation requests through HCIS. Represent division as trusted requestor for HCIS requests.
Financial Responsibility:
  • Prepare financial reimbursements, monitor accounts, and reconcile Divisional procurement cards including honorariums and payment of recruitment expenses and ensure compliance with departmental and University deadlines.
  • Initiate purchasing requests for conference food, office supplies and medical equipment.
  • Initiate and complete purchasing and travel requests, licensure renewals, and reimbursements for assigned faculty and APPs. Ensure funding is secured and document as appropriate.
Strategic Planning:
  • May assist in the coordination/preparation of strategic plans in support of the Division Coordinator & Administrator.
Information Management:
  • Serve as liaison between Hematology/Oncology faculty and APP staff. Resolve issues based on knowledge and contact experts as needed.
Communications Management:
  • Serve as liaison to Hematology/Oncology faculty and staff, students, alumni and public.
  • Serve as primary contact for building maintenance and facilities management.
  • Serve as liaison between the Division of Hematology/Oncology, the Department of Internal Medicine, and department HR office. Ensure faculty and staff comply with required compliances.
  • Serve as liaison between Division and Clinical Staff Office to ensure compliance with provider licensure requirements.
Education Required:
  • A Bachelor's degree or an equivalent combination of education and experience is required.
Experience Requirements:
  • Excellent customer service, public contact and written/verbal communication skills are required.
  • Proficient skills in computer software applications (MS Word, Excel, Outlook, and PowerPoint) are required.
  • 6 months or more of administrative experience is required.
  • Demonstrated knowledge of effective strategies for working with faculty, staff, and students from a variety of backgrounds and perspectives.
Desirable Qualifications:
  • Experience interacting with patients and faculty in a healthcare setting is highly desirable.
  • Prior EPIC experience is highly desirable.
  • Experience planning and/or organizing meetings and group events and serving as a liaison is desirable.
  • Experience tracking expenses is desirable.
  • Knowledge of University procurement and travel policies is desirable.
  • Working with grants and/or clinical trials is highly desirable
Application Process: 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 14 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 michaela-davis-1@uiowa.edu

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