Admin Services Coordinator - Pediatric Cardiology

• Support the daily operations of an office, project or program, including coordination of specialized events and activities, appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures. May require advanced knowledge and expertise in specific office, project, or program to provide administrative and operational support. Make decisions and exercise a moderate level of autonomy while typically performing administrative support responsibilities for executives of an organization, including managing schedules, correspondence, and travel arrangements.
• Assist with recruitment including coordinating visits, arranging travel, planning itineraries and escorting to meetings.
• Assist with visiting lecturers, arranging travel, planning itineraries and serving as escort during the visit.
• Coordinate meetings and conferences under the direction of the assigned division director or program director, which includes the gathering of data, preparing agendas, taking minutes and assuring details are accurate.
• Assist with coordination of job shadowing opportunities for division.
• Other duties as assigned by Departmental or Divisional leadership.

• Monitors fellow compliance for items required for successful completion of Pediatric Cardiology Fellowship Training Program, including completion of logs of surgeries, echo, cath, consult, clinic, inpatient services for each fellow, and monitoring fellow absences.
• Sends out patient/family 360 degree evaluations.
• Enters fellow conference attendance at conferences into MedHub.
• Coordinates and schedules required meetings for fellows including Scholarship Oversight Committee, Fellow/Faculty, etc.
• Schedules orientations for all new fellows (Division, Department, Graduate Medical Education, and Hospital).
• Coordinates all arrangements for new incoming fellows and graduating fellows including completion of required applications and forms.
• Maintains database with fellow contact information; contacts previous fellows (last 10 years) for updated Curriculum Vitae with contact information on an annual basis to include in annual progress report.
• Assists Fellowship Co-Directors with miscellaneous items in support of program.
• Coordinates annual review of training program; makes travel arrangements for external reviewer; creates itinerary for visit.
• Enters required fellow and miscellaneous data into MedHub, as well as ACGME, ABP, ACC and UIHC websites.
• Assists fellows with miscellaneous administrative support needs.

• Provide administrative supervision of fellow trainees. May initiate HR transactions at the request of others at the department/unit level. May work with organizational Human Resources to ensure guidelines and rules are followed and to disseminate information.
• Assist with bi-weekly ELMS editing of division timecards.
• Maintain effective working relationships with faculty, staff, students and the public.

• Serve as credentialing delegate for division providers performing services through Physician Service Agreements; complete credentialing documents for provider privileges at external sites.
• Complete recredentialing forms as needed.
• Send copies of licenses and certificates to external sites as requested.
• Respond to other requests, such as requests for immunization documentation (influenza, COVID) or compliances (BLS, PALS, ACLS).

• May initiate purchasing requests for supplies or equipment on behalf of fellowship program.
• Monitor, track and reconcile divisional and departmental expenditures related to fellow academic expenses.
• May assist with reconciliation of Division P-card.

• Primary contact for the fellowship training program by providing information and responding to inquiries.
• Gather and provide information using available resources.

• Monitor the information on organizational websites pertaining to the division fellowship; provide updates and current information as needed.
• Develop and coordinate internal and external communications in conjunction with leadership.
• Serve as liaison to faculty and fellows within the division to communicate the interpretation of departmental and University policies, procedures and programs.

• A Bachelor’s degree or an 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 are required.
• Must be proficient in computer software applications (MS Word, Excel, PowerPoint, and Outlook).

• Experience in providing high level administrative support to physician leadership.
• Experience in providing support to trainees in a residency or fellowship program.
• Experience in coordinating and developing faculty schedules in a clinical setting.
• Demonstrated knowledge and understanding of academic medicine.

• Previous experience providing administrative support to multiple faculty.
• Knowledge of University policies, procedures, and regulations is desirable.

• Resume
• Cover Letter

• Classification Title: Admin Services Coordinator
• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: On Campus

• Pay Level: 2B

• Organization: Healthcare
• Contact Name: Natasha Johnson
• Contact Email: pedsuichildrenshr@healthcare.uiowa.edu

University of Iowa