What are the responsibilities and job description for the Admin Services Coordinator - GME Office position at GME Office - Jobs@UIOWA Careers?
The University of Iowa Health Care Graduate Medical Education (GME) Office is seeking an Administrative Services Coordinator to provide administrative and operational support to residents, fellows, Director of GME, GME Office staff, Program Directors, and Program Coordinators across a broad spectrum of GME activities. This position performs administrative HR functions that require discretion, independent judgement, and attention to detail. Maintaining confidentiality is critical.
Operational Support
- Independently triage and manage GME incoming queries and requests (in-person, phone, or electronic), serve as primary for in-person queries
- Support the daily operations of the GME Office and assist as needed with a large variety of complex GME projects and activities as they arise
- Assist with planning, developing, and coordinating strategic operational initiatives
- Obtain releases/authorizations and provide timely training verifications
- Assist with orientations, program completion activities, seminars and other events
- Track, reserve, and facilitate the availability of space for GME functions
- Track and serve as first contact for the GME Conference room, GME call rooms, lactation rooms, and the GME House Staff Lounge
- Oversee the annual distribution and allocation of on-call supplemental meal funding for house staff
- Maintain house staff pager inventory, track pager allocation among 800 house staff, and facilitate annual transitions
- Assist with annual and ongoing GME parking assignments
- Review and verify the GME Travel Report and Fellow Associate Report for accuracy and regulatory compliance
- Serve as a notary public
Financial Responsibilities
- May participate in cash handling
- May approve routine extra compensation transaction to ensure compliance with local policy and federal regulation
Human Resources
- Perform multiple required onboarding activities for GME staff and 275 house staff annually including but not limited to: MedHub/employment records, background checks, loan deferment forms, contracts, and I-9s, parking, and primary source verifications
- Assist with visas, benefits, gap benefits coverage, and other house staff needs
- Initiate, review, edit, and approve routine HR transaction including new appointments, transfers, change of status, and special compensation to ensure standard across all of GME enterprise.
- Assure compliance of relevant human resource policies set by ACGME.
Information Management
- Work with GME Office colleagues to quality check data and produce accurate reports
- Assist in the maintenance, organization, and storage of training and employment records and other files/forms
Other
- All other duties as assigned
Pay Level: 2B
Professional and Scientific Pay Structures | University Human Resources - The University of Iowa
Required Qualifications
- Bachelor’s degree and/or appropriate combination of relevant administrative experience and education
- Excellent verbal and written communication skills
- Ability to interpret, apply, and communicate policies, rules, and standards
- Significant experience working collaboratively with leadership and support staff
- Commitment to confidentiality
- Proficient in Microsoft Office Suite
Desired Qualifications
- Two-years experience working with others on complex processes in an administrative role
- Knowledge of GME, and/or the trajectory of physicians through their educational pathways
- Responsibilities to tight project deadlines
- Ability to track, produce, and organize quantitative and qualitative data for reports
- Familiarity with UIHC, the UI and their policies/procedures
Position and Application details:
In order to be considered for an interview, applicants must upload the following documents and mark them as a required to the submission:
- Resume
- Cover Letter
Job openings are posted for a minimum of 14 calendar days. This job may be removed from posting and filled any time after the minimum 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 education verification. This position is not eligible for University sponsorship for employment authorization.
Please contact sara-ingoldsby@uiowa.edu with any questions.
Salary : $39,700